Administrative / Procurement Assistant

SUMMARY

The Administrative Assistant or Procurement Assistant primarily provides administrative support to Management to ensure efficient operations in the office while managing employee related policies, procedures and programs.

ORGANIZATIONAL RESPONSIBILITIES

• Directly reports to Management.
• Works closely with all departments.

ESSENTIAL FUNCTIONS

IN-HOUSE OPERATIONS

• Support Producers and Management with general operational tasks
• Suggest efficient improvements to office practices and processes as needed
• Maintain office equipment and schedule repairs and/or replacements as required
• Monitor office supplies; order and re-stock as needed
• Spearhead management-initiated activities (e.g. outreach programs, team building, et al)

THIRD PARTY RELATIONS

• Consistently liaise with partners and outsourced agencies (e.g. contract renewal of HMO, Legal & Financial Firms, et al)
• Consistently update and organize supplier directory
• Coordinate with freelance manpower for project bookings

EMPLOYEE RELATIONS

• Monitor employees’ daily attendance and activities
• Recommend and carry out fruitful employee–related programs (i.e. training & development, benefits & incentives, recognition of milestones)
• Coordinate with applicants for initial interview
• Organize applicant records/archives
• Supervise new-hire processes (e.g. submission of documents, orientation, et al)

SKILLS & QUALIFICATIONS:

• Fast, proficient, and accurate typist
• Extensive knowledge of Microsoft Suite and other administrative programs
• Outstanding communicator, both orally and written
• Self-starter who can work well independently and with a team
• Ability to prioritize given tasks and work efficiently towards completing them
• Detail-oriented and exceptional organizational skills
• Strong problem solver and analytical thinker
• Professional demeanor