About the Role
We are looking for an organized and detail-oriented professional to support administrative operations, office coordination, executive assistance, and financial documentation processes within a dynamic organization. This role will ensure smooth day-to-day operations while maintaining accurate records, coordinating with internal teams and external providers, and handling confidential information with professionalism.
Responsibilities
- Coordinate daily administrative operations and ensure the office remains organized, functional, and properly supported.
- Manage office-related activities including supplies, facilities coordination, workplace services, meetings, and general administrative requests.
- Maintain administrative records, calendars, vendor information, and recurring operational schedules.
- Coordinate invoice processing, payment documentation, approvals, and follow-up to ensure timely completion.
- Review and maintain accurate supporting documentation for payments, reimbursements, and administrative expenses.
- Follow up on missing information, documentation discrepancies, and pending approvals with internal stakeholders and external providers.
- Provide administrative support for payroll-related processes, ensuring employee information and documentation are properly maintained.
- Coordinate onboarding, employee changes, and separation documentation while maintaining confidentiality.
- Support communication and follow-up with external accountants and service providers regarding administrative matters.
- Provide executive administrative support including calendar coordination, meeting preparation, documentation, and follow-up activities.
- Coordinate business travel arrangements, including transportation, accommodations, itineraries, and related documentation.
- Manage confidential requests with discretion and ensure proper handling of sensitive information.
- Coordinate relationships with suppliers and service providers, including purchasing activities, negotiations, and service follow-up.
- Maintain updated vendor records, contracts, service information, and administrative documentation.
- Support office maintenance, facilities coordination, and workplace-related requests.
- Assist with internal and external audits by gathering documentation and maintaining organized administrative records.
- Ensure compliance with company procedures, documentation standards, and administrative controls.
