Overall management of the office including coordinating administration and operational processes related to day-to-day management. Provide support to the leadership team and other members of the Aspen team.
KEY PERFORMANCE AREAS:
Day to day operations and management of Service Hub office.
Handle business travel arrangements as required.
Handle incoming and outgoing correspondences, including drafting replies, answering queries, and or referring the same to the relevant individual(s), as appropriate.
Coordinate visits of from overseas offices and covering all aspects of their travel, accommodation, business meetings and social activities.
Manage Office Pantry, groceries, and office supplies.
ACL/review and upload new contracts on the system and manage the renewal and termination letters.
Meeting and managing relationships with vendors, Hotels, and travel agencies.
Maintain communication with suppliers for office maintenance and assign them accordingly.
Maintain communication with Building management for all requests, permits, maintenance etc.
Receive invoices from vendors, create POs and coordinate with accounting department to ensure all invoices are paid on time.
Handle DHL/Aramex shipments as needed.
Provide support for meeting bookings.
Ensure all vendors contracts are renewed as required.
EDUCATION QUALIFICATION AND EXPERIENCE:
Certificate /Diploma - Business Admin Diploma
Bachelor\xe2\x80\x99s degree - Business Admin or equivalent
2 years - Similar role (preferable in multinational environment)
TECHNICAL SKILLS:
Excellent in MS Office suite - Intermediate : Advanced
Ability to prioritise and strong attention to detail - High
Ability to work under pressure in fast paced environment - High
KEY ATTRIBUTES:
Business
Initiative
Multi-tasking
Results oriented
Systems thinking
Planning and organisational skills
Focused
Focus
Visioning
Cooperation
Proactive
Responsibility & Accountability
Resilience
People
Flexibility and tolerance for ambiguity
Capacity for and resistance to Stress
Perseverance and tenacity
Informal communications skills
Active listening skills
Writing skills
Presentation skills
Meeting facilitation
Empathy
Self
Curiosity / learning agility
Self-awareness
High standards
Personal responsibility
Self-assurance
Honesty
Ethical conduct
Understand Aspen story
Aspen knowledge
Optimism
Passion
ASPEN COMPETENCIES:
BUSINESS
Performance Driven
Accountability/ Ownership
PEOPLE
Dealing with ambiguity Embrace Change
Communicate Effectively
SELF
Continuously Grow and Develop
Take Action with Integrity
Demonstrates a passion for Aspen
Internal Applicants must inform their direct line managers of their application. Applications must be completed using an Aspen email address. If you have not heard from the HC department within 30 days of this advert closing, please consider your application unsuccessful