Administrative Manager

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

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