We are looking for a highly organized and proactive Administrative Assistant to manage the day-to-day operations of our office and support the smooth functioning of our company activities. As the Administrative Assistant at Pinerium, you will be responsible for ensuring that all administrative functions run efficiently, contributing to the overall success of the organization. You will collaborate with different departments to ensure operational excellence and act as the point of contact for office management and administrative tasks.
Office Management: Oversee daily office operations, ensuring that office supplies, equipment, and facilities are well-maintained and fully stocked. Liaise with vendors and service providers to ensure smooth office operations.
Administrative Support: Provide general administrative support to all departments, including managing calendars, scheduling meetings, and coordinating events. Assist with document preparation, formatting, and filing.
Communication Management: Handle incoming and outgoing communications, including emails, phone calls, and other correspondence. Act as the primary point of contact for administrative inquiries and ensure timely responses.
Meeting Coordination: Organize and prepare for internal and external meetings, including booking meeting rooms, preparing agendas, and taking minutes. Follow up on action items to ensure timely completion.
Event Planning: Plan and coordinate company events, team-building activities, and office functions. Manage logistics, catering, and other event-related tasks.
Record Keeping: Maintain organized filing systems (physical and digital) to ensure that company records are secure and easily accessible. Ensure proper handling of confidential information and documents.
Travel Arrangements: Arrange travel for company staff, including booking flights, hotels, and transportation. Ensure all travel itineraries are accurate and aligned with company schedules.
Vendor and Supplier Management: Manage relationships with office suppliers and service providers to ensure the smooth operation of office functions. Negotiate contracts and oversee office-related purchases.
Facilities Management: Ensure the office environment is well-maintained, including cleanliness, equipment functionality, and overall office safety. Coordinate maintenance services as needed.
Budget Tracking: Assist in managing office-related expenses, preparing expense reports, and tracking the office operations budget. Ensure that office expenses stay within budget limits.
Health and Safety Compliance: Ensure the office complies with health and safety regulations. Implement and oversee safety protocols to maintain a secure workplace.
Project Assistance: Provide administrative support for various company projects and initiatives, ensuring tasks are completed on time and efficiently. Work with teams across departments to facilitate smooth project operations.
Onboarding Support: Assist HR with the onboarding process for new hires, including setting up workspaces, preparing onboarding documents, and facilitating introductions to the team.
Customer Service: Act as the point of contact for customer inquiries related to administrative matters. Ensure that customer queries are addressed promptly and professionally.
Experience: Proven experience as an administrative assistant or office manager in a corporate setting.
Technical Skills: Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with office management software. ERP system experience is a plus.
Organizational Skills: Strong ability to multitask, prioritize tasks, and manage time effectively. Keen attention to detail and accuracy in work.
Communication Skills: Excellent written and verbal communication skills. Ability to manage both internal and external communications with professionalism.
Problem-Solving: Strong problem-solving abilities with the capability to handle issues independently and find solutions in a fast-paced environment.
Interpersonal Skills: Ability to collaborate with team members, vendors, and service providers. A team player with a customer-service-oriented approach.
Confidentiality: Ability to handle sensitive information with discretion and maintain a high level of confidentiality.
Adaptability: Flexible and adaptable in a dynamic work environment, able to handle unexpected tasks and changing priorities.