Type: Internal

Department: Administration

Employment type: Full Time

Overview:

The role of Office Administrator is to manage day-to-day administrative function of the office, including but not limited to planning, organising, and implementing administrative systems, providing assistance in organisational matters, coordinating purchase of services/goods and their delivery, control and verification of timekeeping records and other similar functions. Office Administrator is expected to ensure that the company receive all required administrative support necessary to conduct its business and achieve the goals.

Responsibilities:

Office Administration

• Implement and communicate applicable administrative procedures and systems;
• Coach and provide guidance to new and existing staff members to ensure their awareness on applicable administrative procedures and requirements;
• Ensure at all time a professional and adequate office environment;
• Organise meetings, audio/video conferences and events, both internal and external;
• Create agenda and take meeting notes as may be required;
• Administer office access to staff members and external visitors;
• Coordinate, plan and assist with business travels, i.e. accommodation, transportation, visas and etc.;
• Identify office needs to ensure timely ordering of necessary goods and services;
• Negotiate with vendors to secure advantageous contract terms and conditions;
• Insure the obtainment and filing of all required documentations such as purchase orders, contracts and delivery notes;
• Administer delivery process and contract performance, including quality, warranty, damages and insurance;
• Manage repair and maintenance of computer and office equipment;
• Coordinate cleaning and tea services provided by third party company;
• Act as a point of contact between the company administration of the business centre;
• Review and process Word documents as may be required.

Timekeeping

• Maintain and administer a corporate timekeeping system;
• Verify time records submitted and notify staff members in a timely manner of any needed corrections and validate corrected timesheets, as necessary;
• Oversee that time records are submitted on every employee within established deadlines;
• Advise new and existing staff members on timekeeping procedures;
• Produce reports for management and other purposes.

Other

• Cooperate with IT and HR departments whenever it is necessary to achieve mutual goals;
• Assist Finance department in providing all necessary information required for accounting processes;
• Manage, coordinate and direct subordinate staff members of Administration department;
• Produce expense and other monthly/yearly reports as may be required;
• Assist heads of departments with routine and day-to-day tasks.

Duties:

• Represent BDO in a professional manner at all times through punctuality & appearance;
• Establish and maintain positive working relationships with others both internally and externally;
• Speak, listen and write in a clear, thorough and timely manner using appropriate and effective communication tools and techniques;
• Assess problem situations to identify causes, gather and process relevant information, and generate possible solutions;
• Ability to meet deadlines as per Service Delivery Schedule.

• Bachelors degree;
• Minimum 4 years of working experience as Office Administrator;
• Sound communication skills - written and verbal;
• Good level of knowledge of English and Russian;
• Ability to present information in a consistent, organized and accurate way;
• Ability to work in a self-directed, organised manner;
• Good working knowledge of office procedures and office management;
• Excellent ability to effectively communicate in both a verbal and written manner;
• General background and knowledge in accounting procedures;
• Knowledge of human resources concepts, practices, policies, and procedures;
• Disciplined and able to maintain confidentiality;
• Good knowledge of Microsoft Office;
• Attention to detail;
• Personal ethics and integrity;
• Effective problem solving and negotiating techniques.