Administration Specialist

About the Role

We are looking for an Administration Specialist to join our Administration team. The role will be responsible for managing day-to-day administrative activities, coordinating with third-party service providers, and ensuring efficient and cost-effective administrative support for employees and headquarters operations.

Key Responsibilities

• Manage third-party agencies and service providers, including cleaning, maintenance, logistics, hotels, and travel agencies.
• Forecast and monitor buffet supplies and consumption against budget, ensuring compliance with health, safety, and internal policies.
• Coordinate furniture relocations between company sites, including requests, supplier coordination, and follow-up.
• Handle office maintenance requests and coordinate with contracted suppliers to ensure timely completion.
• Coordinate courier and logistics services for requested shipments.
• Monitor cleaning agencies operations and address any issues to maintain service quality and employee satisfaction.
• Manage domestic hotel reservations, including receiving requests, evaluating offers, selecting the most suitable option, and ensuring cost-effectiveness.
• Handle domestic flight arrangements by reviewing requests and prices, selecting the appropriate travel agency, and processing payments through SAP.
• Manage meeting room reservations and coordinate room allocation based on business requirements.
• Ensure all administrative activities are executed efficiently and in accordance with company policies and procedures.
• Prepare and maintain weekly and monthly administrative reports, dashboards, KPIs, and MIS reports.
• Coordinate with internal departments and external suppliers to ensure smooth delivery of administrative services.
• Support and coordinate team activities to ensure operational efficiency and service quality.

Job Requirements

• Bachelor's degree in any discipline.
• 3+ years of experience in Administration or a similar field.
• Experience in handling administrative services, suppliers, travel agencies, hotels, or facility-related activities is preferred.
• Excellent time management and prioritization skills.
• Strong organizational and multitasking abilities.
• High attention to detail and problem-solving skills.
• Excellent communication and interpersonal skills.
• Ability to work effectively with multiple internal and external stakeholders.
• Good command of English.