The Administrative Assistant will be responsible for managing and executing administrative tasks to ensure the smooth operation of the office. She/he will oversee office supplies, manage facilities, coordinate with service providers, handle documents, and arrange business travel. Additionally, they will manage contracts, and notarizations, and provide necessary licenses.
Responsibilities:
1. Admin Tasks:
- Monitor storage levels and order office supplies and equipment as needed.
- Manage the company's facilities and office matters to ensure proper functioning.
- Liaise with service providers for office maintenance, events, and related activities.
- Oversee the handling, storage, and organization of incoming and outgoing documents.
- Coordinate business trips, including hotel and flight arrangements.
- Manage the process of notarization and provide hard/soft copies of licenses to external parties.
- Handle phone calls and visitors
2. HR Tasks:
- Prepare welcome kits for new employees, including entry/parking cards, laptops, and stationery.
- Conduct onboarding guidance on the first day for new hires.
- Assist with recruitment tasks and labor management.
- Support expatriate employees with documentation and procedures such as work permits and temporary residence cards.
- Maintain overtime and annual leave records for payroll processing.
- Prepare and manage the monthly attendance sheet.
- Acquire notarizations related to HR tasks.
- Attendance for office renovations on weekends.
- Prompt contact with drivers, hotels, restaurants, airport staff to handle business travelers on weekends and evenings.
