Ideal Candidate
Key Skills Needed:
Organizational Skills: Essential for managing files, schedules, and various tasks to keep operations smooth.
Communication Skills: Strong written and verbal communication is crucial for handling phone calls, emails, and in-person interactions.
Tech Savvy: Familiarity with office software (Microsoft Office, Google Workspace), internal systems (Netsuite, Ariba) and office equipment.
Problem-Solving: Ability to troubleshoot issues, from technology hiccups to last-minute scheduling conflicts.
Attention to Detail: Ensures accuracy in document handling, data entry, and following up on tasks.
Time Management: Manages tasks efficiently, often multitasking in a fast-paced environment.
Organizational Skills: Essential for managing files, schedules, and various tasks to keep operations smooth.
Communication Skills: Strong written and verbal communication is crucial for handling phone calls, emails, and in-person interactions.
Tech Savvy: Familiarity with office software (Microsoft Office, Google Workspace), internal systems (Netsuite, Ariba) and office equipment.
Problem-Solving: Ability to troubleshoot issues, from technology hiccups to last-minute scheduling conflicts.
Attention to Detail: Ensures accuracy in document handling, data entry, and following up on tasks.
Time Management: Manages tasks efficiently, often multitasking in a fast-paced environment.
Job Description
Core Responsibilities:
Greet visitors (Inc. Registration, visitor badge management etc), answer phone calls, and respond to emails and Teams messages.
Act as the point of contact between the office staff and external clients, vendors, or stakeholders.
Vendor management – coordinate vendor setup in Netsuite/Ariba (documentation, submission in the system, agree payment terms, coordinate with OT procurement, follow up approval process), as well as PO creation in the system.
Organize and schedule meetings, including arranging equipment and preparing meeting rooms.
Handle paperwork, including filing, scanning, and organizing documents for easy access.
Maintain databases and update records, including client information, inventory logs, and internal systems.
Track office expenses, process invoices, and assist the site leadership with reporting as needed.
Keep track of office supplies and place orders to ensure stock levels meet the team’s needs.
Coordinate with vendors for office equipment (e.g. coffee machine), repairs, and maintenance.
Assist site leadership members with tasks such as data entry, research, and minor project work.
Plan and organize office events, team gatherings, or special projects like office decorations (e.g. catering coordination).
Greet visitors (Inc. Registration, visitor badge management etc), answer phone calls, and respond to emails and Teams messages.
Act as the point of contact between the office staff and external clients, vendors, or stakeholders.
Vendor management – coordinate vendor setup in Netsuite/Ariba (documentation, submission in the system, agree payment terms, coordinate with OT procurement, follow up approval process), as well as PO creation in the system.
Organize and schedule meetings, including arranging equipment and preparing meeting rooms.
Handle paperwork, including filing, scanning, and organizing documents for easy access.
Maintain databases and update records, including client information, inventory logs, and internal systems.
Track office expenses, process invoices, and assist the site leadership with reporting as needed.
Keep track of office supplies and place orders to ensure stock levels meet the team’s needs.
Coordinate with vendors for office equipment (e.g. coffee machine), repairs, and maintenance.
Assist site leadership members with tasks such as data entry, research, and minor project work.
Plan and organize office events, team gatherings, or special projects like office decorations (e.g. catering coordination).
Company Description
Facility Management
