· Point person for maintenance, mailing, shipping, supplies, equipment, bills, and errands
· Organize and schedule meetings and appointments
- Managing internal and external correspondence on behalf of Managing Director (MD).
- Scheduling appointments, maintaining an events calendar, and sending reminders.
- Take accurate and comprehensive notes at meetings after meeting with MD and with various parties attendees. To follow up events and items on meeting
- Help with daily time management
- Following up on notes and meeting minutes after meeting with MD and with various parties attendees.
· Maintain office policies as necessary
· Organize office operations and procedures
· Coordinate with IT vendor on all office equipments
· Manage relationships with vendors, service providers, and landlord, ensuring that all items are invoiced and paid on time
· Manage contract and price negotiations with office vendors, service providers, and office lease
· Responsible for managing office services by ensuring office operations and procedures are organized, correspondences are controlled, filing systems are designed, supply requisitions are reviewed and approved, and that clerical functions are properly assigned and monitored
· Establish a historical reference for the office by outlining procedures for protection, retention, record disposal, retrieval, and staff transfers
· Ensure office efficiency is maintained by carrying out planning and execution of equipment procurement, layouts, and office systems
· Responsible for developing and implementing office policies by setting up procedures and standards to guide the operation of the office
· Assign and monitor clerical, administrative, and secretarial responsibilities and tasks among office staff
· Responsible for recruiting staff for the office and providing onboarding process /orientation and training to new employees
· Establishing onboarding and offboarding process
· Ensure top performance of office staff by providing them adequate coaching and guidance
· Responsible for developing standards and promoting activities that enhance operational procedures
· Coordinate office staff activities to ensure maximum efficiency
· Organize orientation and training of new staff members
· Establish and monitor procedures for record-keeping
· Ensure security, integrity, and confidentiality of data
· Analyze and monitor internal processes
· Implement procedural and policy changes to improve operational efficiency
· Prepare operational reports and schedules to ensure efficiency
· Coordinate schedules, appointments, and bookings
· Monitor and maintain office supplies inventory, acquisitions
· Maintenance of Office assets listing
