Administrative Affairs Specialist İş İlanı
İşveren Hakkında
QUALIFICATIONS AND JOB DESCRIPTION
Job responsibilities
Ø Managing Catering services
- Handling catering orders per business requests
- Comply with the order and keep the time of delivery
- Pass order forms on to the Catering supplier
- Taking care of the meeting room preparations for food and beverages.
- Order luncheon of dinner from a Caterer or an independent restaurant
- Observance of agreed quantities and times of delivery
Ø Help Desk functions
- First point of contact to business for any facilities related issues – cleaning, maintenance, AC, furniture, meeting rooms arrangement, office supplies, clean supplies, vending machines, access cards – covered by reception, parking, company cars, etc
- Cooperate and coordinate tasks with the landlord, office manager, and contractors to resolve the issues
- Prepare budgets and monthly reports of actual outflow against budgets
- Ensure all defects reported are acted upon satisfactorily completed within the time frame
- Log, monitor and track all complains and issues
- Vendor administration and coordination
Ø Office Supplies
- Order and replenish stocks of office supplies/stationery supplies
- Order and replenish stocks of kitchen supplies (coffee, tea, water, milk)
- Suppliers administration and coordination
- Prepare budgets and monthly reports of actual outflow against budgets
Ø Cleaning Supplies
- Order and replenish cleaning supplies
- Suppliers administration and coordination
- Prepare budgets and monthly reports of actual outflow against budgets
Ø Meeting Rooms Management
- Arrange furniture settings per business request
- Organize the maintenance the meeting rooms for cleanliness and tidiness
- Ensure the projectors and screens are switched off when not used, whiteboards are clean, flipchart paper and markers are available
Ø Company Car Fleet Administration
- Contact with Office manager and align with fleet activities
- Prepare related monthly reports
Ø Security – Access cards
- After approval Office Manager, issuing new access cards, activate and deactivate per business need (new hired people, leavers, visitors, contractors)
- Allocate and change of access profile as needed
- Keep track of security access cards
- Helping to manage the security system
Ø Copy, Fax machines, Printers
- Order and replenish paper and toner align with Office Manager
- Ensure technical inspection as needed
- Cooperate with the Provider
- Log, monitor and track all issues or complains
Ø Records Management
- Files and documents that have to be kept for audit and tax purposes need to have sufficient storage space.
For 6 months temporary help with:
Ø Reception services
- Reception of guests
- Answering and connection phone calls
- Reception and dispatch of post and packages
- Air ticket booking and hotel accommodation booking
- Meeting rooms reservation
- Ordering of food and beverages for meetings
Qualifications
- Min 1 year experience in Administrative affaires (idari işler)
- Self manages; being proactive, takes initiative and able to collaborate across geographies and functions.
- Must be flexible and able to adapt easily to change.
- Ability to manage multiple timelines, priorities, and responsibilities
- Strong interpersonal and communication skills
- Good to work under pressure.
- Good MS Office skills
- Fluent in verbal and written English.
- No military obligation for male candidates
- Driver's License is a plus
- Working place is Tuzla, Istanbul
