Senior Administrative Officer

We are seeking a meticulous and proactive Administrative Officer to join our team at Trusting Social. As an Administrative Officer, you will manage the reception area, coordinate mail, welcome visitors, oversee the distribution of office facilities, handle the procurement of office supplies, and provide essential logistical support for company events and activities. You will have full ownership of managing administrative functions and ensuring smooth office operations.

How you will make an impact in this role

In this role, as an Administrative Officer, you will make an impact by managing a portfolio of administrative tasks, nurturing existing office relationships, and seeking new ways to improve office efficiency. You will have to develop strong connections with staff, key executives, and stakeholders while preparing insightful administrative reports. You will liaise between staff and cross-functional internal teams to ensure the timely and successful delivery of our administrative solutions according to office needs, thereby improving the entire office experience. Your role will involve identifying office needs and exceeding staff expectations to contribute to sustained business growth and exceptional office satisfaction. Ultimately, as an Administrative Officer, you should collaborate with our team to achieve operational excellence and grow our business.

What you will do

- Facility management and space planning: Overseeing the maintenance of the office equipment, furniture, and supplies, managing the cleaning services, and coordinating repairs. Overseeing the design and layout of office spaces, ensuring that the work environment is functional and conducive to productivity. Ensuring that the office complies with health and safety regulations, conducting risk assessments, and implementing measures to prevent accidents and injuries. Managing access to the office and sensitive areas within the office, ensuring the physical security of the office, including access control, video surveillance, and alarms.

- Budgeting and financial management: Managing budgets, invoices, expenses and ensuring that the office administration function operates within the company's financial parameters.

- HR support: Assisting in the onboarding, offboarding process, and managing employee benefits.

- Event coordination and employee engagement: Coordinating meetings, conferences, and other company events. Collaborating with other departments to develop effective communication and information-sharing protocols and to ensure that employee needs are met, or being informed about relevant issues and changes.

- Food supply: Managing the procurement and distribution of daily fresh fruit, snacks, lunch and beverages for employees, ensuring that there is a variety of options that cater to different dietary requirements and preferences. Managing the procurement and distribution of food and beverages for employee happy hours, team building events, or other office events that involve food and drinks. Ensuring that costs are within budgetary constraints, and identifying cost-saving opportunities. Ensuring that the food and beverages provided to employees are safe and comply with health and safety regulations, conducting risk assessments, and implementing measures to prevent food-borne illnesses and injuries.

- IT support: Day to day providing assistance for hardware, software, and other equipment with IT Helpdesk.

Purchasing and contractor management: Managing relationships with vendors and contractors, ensuring that they meet service level agreements, providing feedback to improve performance, and ensuring that the company is getting the best value for its investments. Overseeing the review, negotiation, execution of contracts with vendors, suppliers, and service providers, and ensuring cost-effective purchasing.

- Travel management: Managing travel arrangements for employees, including booking of flights, hotels, and ground transportation, and ensuring that travel policies and procedures are followed. Managing the visa and immigration process for employees traveling to other countries, ensuring that all necessary paperwork is completed and submitted in a timely manner.

- Compliance and risk management: Ensuring that the office administration function is compliant with legal and regulatory requirements, such as health and safety regulations and data privacy laws, and that risk management strategies are in place.

- Time management: Prioritizing tasks and ensuring deadlines are met.

- Performance management: Ensuring that the office administration function is meeting performance goals and that processes are in place to measure performance and report results to senior management.

- Perform other Ad-hoc duties as assigned by the line manager.

- Change management: Leading change management initiatives, including process improvements and technology implementation, to enhance the office administration function's ability to support the organization.

- A bachelor’s degree in business administration or a similar field preferred.

- Proven work experience as an Administrative Officer or similar role (minimum 5+ years’ experience).

- Full ownership of administrative functions.

- Experience with working in an international workplace is a plus.

- Proactive, persistent, team-player, and self-starter.

- Well-organized and able to handle multiple tasks and changing priorities under pressure.

- Strong analytical and problem-solving skills.

- Excellent presentation skills and good attention to detail.

- Proficient in Word, Excel, and PowerPoint.

- Fluency in English