Administrative Responsibilities

1. Lead office administrative and organizational tasks.
2. Devise systems & processes for internal communication organization and filing
3. Supervise all outgoing and incoming packages
4. Keep office entrance, conference room and kitchen areas neat and orderly as needed. 
5. Greet & welcome office visitors (including offering them refreshments, showing them to the  meeting room, settling them in) 
6. Deal with unplanned visitors such as Gas company readings, electricity metre readings, courier  deliveries) 
7. Managing the attendance and service delivery of all service personnel (Cleaner, newspaper deliveries, Building doorman, IT maintenance)
8. Manage office supplies (kitchen, stationery, cleaning tools, etc)and any office maintenance requirements (plumber, electrician, carpenter)
9. Schedule appointments as determined by priority 
10. Coordinate travel schedules, arranging meetings and teleconferences
11. Filter all telephone calls, mail and email; dispersing and handling as appropriate.
12. Receive, photocopy, distribute, and file a variety of incoming and outgoing correspondence and reports.
13. Responsible for all incoming and outgoing mail and correspondence including but not limited to incoming email enquiries received to finance / info emails (ensure they are fwded by Talent360), courier deliveries, etc.
14. May be responsible for taking and distributing internal meeting minutes.
15. Provide relevant data, information, and back-up support materials to assist teams with day to day operations, as requested.

Financial Responsibilities

1. Manage office petty cash spending and documentation
2. Assume book-keeping, finance, procurement and accounting tasks; Manage accounts payables and receivables
3. Liaison with all office service providers and stakeholders.
4. Supplier management including supplier database, identifying and qualifying new vendors,  payments and collection.
5. Responsible for the submission of staff expense reports in a timely manner.
6. All communication and required actions for tax filings, reports and actions with auditors

Team Communication & Alignment:

• Work closely with the all departments to manage their requests and set priorities across departments
• Collect and analyze requests from all departments, assessing their urgency, alignment with organizational goals, and resource availability.
• Organize and facilitate cross-departmental meetings and workshops, fostering open communication and team building

Human Resource Responsibilities

1. Be the main POC for the HR advisor, and action any needed tasks with them, reminders, follow up
2. Assist with candidate screening, scheduling interviews, coordinating with candidates
3. Office parties and celebrations for birthdays and other occasions 
4. Gifting for media / partners as instructed by the teams (gift selection, purchase, delivery) 
5. Conceptualize, organize and schedule company retreats and workshops
6. Social Insurance monitoring, management and payment schedules, and ensuring document filing for all forms, inc 1,2,6, Form 111, etc. 

Client Relations Responsibilities

1. Coordinate office scheduling and appointments
2. Greet all clients and visitors
3. Manage and source gifting for clients, media, influencers and partners

Tool Utilization

• Utilize all tools effectively including Google Drive, Invoicing portal, corporate stacks and Timesheets. 
• Performs other duties as required.