Office Administrator

About This Role

This role plays an important part in supporting the day-to-day operations of the Global Business Solutions (GBS) centre. You will work closely with the Director, Finance - GBS and Senior Director, Finance Operations, while serving as a key point of contact for employees, visitors, vendors, and other internal and external stakeholders. Your role will cover centre administration, operational support, procure-to-pay activities, facilities coordination, internal controls, and employee engagement.

Responsibilities

• Manage day-to-day administrative activities for the centre, including mail and courier services
• Coordinate ID badge activation and deactivation, as well as security arrangements for visitors
• Support visa letters and accommodation arrangements for foreign employees as required
• Coordinate Fixed Asset (FA) tag printing and distribution
• Welcome and assist external visitors to the centre
• Proactively review staff amenities and recommend opportunities for improvement
• Provide administrative support to the Director, Finance - GBS and Senior Director, Finance Operations, including expense claims, business travel preparation, external meetings and appointment coordination, PowerPoint presentations, and other administrative matters as required
• Coordinate purchase orders and invoice approvals for centre utilities and supplies
• Work with relevant requestors to support the selection of appropriate vendors for centre services
• Manage centre Purchase Requisitions and submit them through the relevant Procurement system with the appropriate supporting documentation
• Manage Goods Receipt (GR) creation, review invoice accuracy, and support Local Accounting with accrual reviews as part of the Month-End Close (MEC) process
• Ensure relevant information is updated in the local statutory electronic invoicing system
• Provide vendors with invoice and payment status information when requested
• Provide support and backup to the Facilities Manager
• Prepare and update facility maintenance schedules and monitor completion of required maintenance activities
• Coordinate matters relating to the building, including maintenance, repairs, and security
• Help ensure internal control and company compliance requirements are met
• Support documentation requirements for Global Business Solutions (GBS) internal and external audits
• Lead and support the planning and implementation of employee engagement activities
• Act as a communication champion for centre initiatives and help keep employees informed and engaged

Requirements

• Bachelor’s degree and/or Diploma or equivalent qualification
• Preferably 5 or more years of experience in an Office Manager, Office Administration, or similar role