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Administrative Manager

On-site
  • Istanbul, İstanbul, Türkiye
Administration/Office Management

The role will be reporting to the Country Director, Turkey and will provide operational assistance in running the office.

Job description

Essential Duties/Tasks and Responsibilities

  • Point of contact and management of all domestic and international travel requests as needed from the team
  • Provide administrative support including processing expense reports and others
  • Act as an executive assistant
  • Support, plan and manage events
  • Ensure corporate rates with hotels and local venues are done
  • Ensure general management of office by overseeing operational efficiency, effective communications, and other strategic and tactical planning
  • Manage company facility, including space planning/design, vendor contracts and relations, and office functions and services
  • Serve as primary liaison between company staff and building managers, providing information, answering questions, and responding to requests
  • Oversee and achieve organizational goals while maintaining an efficient, productive, and positive office culture and employee experience
  • Greet office visitors, answer and direct phone calls, field inquiries from sales representatives, and maintain office efficiency by arranging repairs
  • Perform a variety of administrative duties, such as generating and distributing memos, letters, spreadsheets, forms, and faxes, and sorting and distributing incoming mail
  • Prepare and send invoices, maintain client databases, track accounts, and assist with copying and distributing production orders and other internal documents
  • Update spreadsheets used by accounting, production, and field services
  • Schedule and track meetings and appointments, book flights, and handle travel logistics
  • Ordering, maintaining, and organizing supplies and inventory
  • Serve as floor administrator for the conference room booking system to assist with meeting logistics
  • Additional responsibilities include notifying Facilities of any specific clean-up or servicing that needs to be done on their floor (Scuffs or stains on floors/carpets, replacing light bulbs, damaged or dirty walls, floors, or furniture, interior office space temperature complaints (too hot/cold)
  • Ensure the kitchen area is clean, dishes are put in the dishwasher, refrigerator is emptied, supplies are stocked, etc.
  • Ensure conference rooms are clean after meetings
  • Mailings for all departments, copying, binding, handling overnight/express mailings
  • Assist members of the team with processing expense reports as needed
  • Ensure phone lists for the team are updated
  • Help with ad hoc projects as needed

Relay

  • Act as HR relay
  • Act as Corporate relay
  • 1st point of contact for all local and regulatory admin work
  • 1st point of contact for all matters pertaining to Security and Safety in the office
  • 1st point of contact for the office and any obligation with the landlord (lease agreements etc..)
  • Handle all Maintenance and Service logs for office

Job requirements

Requirement

  • Bachelor degree is required
  • Completely Bilingual with English Fluency
  • Minimum of 3+ years of proven experience as an Office Administrator supporting fast-paced, high-pressure, and multi-cultural environments
  • Basic knowledge of Microsoft Suite (Outlook, Excel, Word PowerPoint)

Preferred

  • Experience in working with highly confidential information
  • Highest degree of integrity, professionalism, diplomacy, and discretion required
  • Ability to think and act strategically
  • Must be a proactive self-starter with excellent prioritization skills
  • Must be highly organized with the ability to juggle several tasks at once
  • Capacity to work with a variety of workstyles and personalities
  • Must be a resourceful and an independent thinker
  • Experienced working with all levels in a corporate environment
  • Be versed in dealing and interacting with senior executives, politicians, and Board Members
  • Excellent verbal and written communication skills
  • · A creative mind with an ability to suggest improvements

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