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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