Job summary:

The Office Administrator serves as the backbone of our office operations, ensuring that all daily functions run smoothly and efficiently. This role requires a multifaceted skill set, combining organizational abilities, interpersonal skills, and attention to detail. The primary responsibilities include managing office supplies, coordinating schedules, handling correspondence, and providing general administrative support to maintain a well-organized and productive work environment.

Responsibilities

Supervising reception and security service of the office area

Coordinate facility ticketing system

Assessing and planning the purchasing needs

Handling SAP system in basic level

Handling the receiving process

Authorized person to handle external, internal business mailing and consignments

Responsible for facility managed company assets handover/takeover/maintenance

Responsible for organizing and supporting local colleagues’ travels

Support On/offboarding process

Prepare goody bags and entry badges for onboarding days

In person support on on/offboarding days

Handling the inventory control and storage

Administrative Assistant to the Site Lead

Support local events

Plants care and building decoration

Working on continuous process improvements

Manage fleet operations (vehicle administration, maintenance, and coordination with service providers)

Coordinate maintenance and repair works in the office, ensuring timely execution and quality service

Oversee cleaning services to ensure a high standard of office hygiene and tidiness

HSE coordinator role

Update monthly workhours reports

HSE system/observations handling

Part of the HSE Committee Team

First point of contact as a HSE coordinator

Responsible for safety duties

Requirements

3-5 years of relevant experience as Office Administrator or Facility Administrator

BA degree in any field (or ongoing university studies)

Excellent verbal and written communication skills in English and Spanish

User-level Microsoft Office – Excel, Word, Power Point, Outlook – knowledge

Strong stakeholder management and communication skills

Ability to work independently and take ownership of tasks

Strong organizational and coordination skills

Ability to multitask and prioritize tasks effectively

Customer-focused mindset

Problem-solving and proactive attitude