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Ixaris Systems Limited Office and Facilities Administrator
Closing Date:
Basis:
Job Ref:
21-MAY-2017
Full-Time
KMP-21215
Job Description
We are looking for an organised and motivated Office and Facilities Administrator to join our team. This is a new role, and you will have the opportunity to be involved in a high-growth, fast-paced environment.

The Office and Facilities Administrator will be responsible for organising all of the administrative activities that facilitate the smooth running of the office.

This role is ideal for someone who enjoys interacting with people.

You will be responsible for the following:

General administration
  • Being the first point of contact for office visitors, client and job candidates
  • Answer, screen and forward incoming phone calls while providing basic information when needed
  • Receive and sort daily correspondence (mail / deliveries / courier)
  • Being the first point of contact for travel and accommodation bookings and queries
  • Maintaining the employee building access system
  • Managing petty cash
  • Coordinating meeting room bookings and appointments
  • Providing new ideas to develop and improve administrative procedures / systems
  • Ad hoc administrative support 

Purchasing
  • Responsible for office management budget, including stationery, office supplies, cleaning, refreshments, etc. 
  • Ordering and maintaining inventories for office materials and supplies
  • Maintaining office management expense tracking reports 
  • Ensuring value for money in purchasing

Events Coordination
  • Coordinating all company events such as staff events, client visits etc.
  • Encouraging staff participation in such events

Facilities Management
  • Liaising with other building tenants regarding common area maintenance and upkeep
  • Coordinating office maintenance, cleaning and upkeep by liaising with contractors and service providers
  • Ensuring maintenance routine checks take place and putting measures in place proactively and promptly to address any issues
  • Maintaining the condition of the office and arranging for necessary repairs
  • Proactively ensuring offices are safe, well managed and tidy
  • Liaising with the HR department to assist in ensuring health and safety policies and procedures are adhered to and maintained 

Required Skillsets
  • Good communicator – written, face to face, and good telephone manner
  • A good command of spoken and written English
  • This role requires occasional out of office errands therefore the Office Manager needs to be in possession of a valid driving licence and their own means of transport
  • Proficient in use of MS Office packages: Word, Excel, Powerpoint

Key Characteristics
  • Friendly personality – approachable, outgoing and assertive
  • Great at planning, organises own time well, and good at organising others
  • Flexible and adapts to change – manages well in a busy, fast-paced environment
  • Pays attention to detail and has a high level of accuracy
  • Proactive and works on own initiative
  • Professionalism to be a good ambassador for the company
  • Great team player
How To Apply
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