Junior Office Manager/Office Adminstrator

Job Description

Administration

• Co-ordinate, organise and implement meetings on behalf of the team, including production and organisation of any paperwork, minute-taking as required, and dissemination to other meeting attendees.
• Type meeting notes for the Director and complete any research, data collection or information required as a result of these meetings.
• Research optimum travel prices for Brokers' travel requirements, produce Travel Request Forms and book travel as required.
• Produce travel itinerary for the Brokers including required documentation in travel pack.
• Liaising with car and hotel companies, ensuring the ACS receives the best travel prices.
• Print, organise and file Group Board documents (including sensitive information, regarding which discretion is essential) for the Director.
• Diarise and prepare for visits to ACS by suppliers, customers, or interviewees, greet and welcome guests on arrival and introduce the visitor(s) to appropriate employee(s).
• Cover the telephones and pick up calls if no-one is available to answer the telephone (e.g. if everyone is already busy on the phone).
• Maintain general tidiness and smart appearance of the office and meeting room.
• Ensure stationery/marketing cupboards are kept fully stocked.
• Sending out marketing to new customers on behalf of the brokers in SYD and BNE.
• Manage meeting room diary.
• Ensure office supplies are stocked, across both offices.
• Collect and file flight files.
• Open and distribute post to the relevant recipient.
• Send Activity Reports to HQ in London.
• Oversee the co-ordination charity, Christmas, and quarterly events for ACS offices.

Human Resources

• Raise Purchase Orders for vacancy postings and send to Human Resources.
• Manage CV's that are sent to ACS via the Careers Inbox from websites and in the post, daily.
• Telephone screen candidates in a timely manner.
• Regret candidates who are not suitable in a timely manner.
• Coordinate and organise interviews between Directors and Human Resources, including calendar invitations, booking rooms, IT set up, CV & screening notes printed off prior to interview.
• Collect all documents back from new employees as soon as possible and send copies to Human Resources in a prompt and timely manner.
• Obtain photograph of new employees prior to starting (or on their first day if it has not been possible to obtain one before) and send to Human Resources.
• Conduct Health & Safety Induction for all new employees on first day.
• Liaise with relevant company re: medical etc. applicable to local law.
• Create new employee files and maintain files in line with the HR file audit.
• Work alongside Human Resources with keeping a tracker of the file audit for the employees and submit this to HR each quarter.
• Record holiday & sickness using trackers provided by Human Resources
• Keep the Human Resources team up to date with any information which you feel they should be aware of.

IT

• Resolve computer problems assisted by IT Singapore.
• Assessing with IT if system needs upgrading.
• Relay any pertinent computer issues to IT in Singapore.

Finance

• Enter Invoices from Accounts.
• Print Invoices & post.
• Monthly credit card reconciliations.

Other

• To complete any reasonable instruction from a more senior person.
• This should not be regarded as an exhaustive list of duties and the job description may be amended from time to time.
• Deal with day-to-day office building queries and arrange maintenance or repairs where appropriate, with reference to Country Manager for approval where necessary.
• Regular liaison with service providers.
• Manage Health and Safety in the office to comply with local legislation.
• Manage office supplies and purchase within budget agreed by Country Manager.

Qualifications

• Minimum 2 years' experience in office administration
• A hard-working team player
• Excellent attention to details
• Exceptional communication skills
• A high sense of urgency
• Fluency in English
• Ability to thrive working under pressure
• Preferred but not essential, degree in Business Administration or relevant disciplines

Additional information

• Competitive salary
• 22 days holiday per year, which increases with length of service
• Additional paid leave for wedding, moving house, holiday shopping and more
• Private healthcare and pension
• Career development opportunities
• A friendly, fun and exciting environment surrounded by some of the best in the industry