Administrative Assistant

DUTIES AND RESPONSIBILITIES:

Billing and Payment Support:

• Facilitate the processing of Data Centre-related invoices, ensuring both accuracy and punctual payments.
• Maintain meticulous records of all financial transactions related to bills and payments.
• Collaborate closely with the finance teams to reconcile accounts and promptly address discrepancies.
• Under general direction from the facilities Operations team, enhances the department’s effectiveness by performing various administrative duties and tasks. Maintains confidentiality of all privileged information.
• Performs clerical duties to ensure smooth site operation and accurate record keeping, including organizing and maintaining accurate electronic and paper files and disseminating correspondence to proper departments.
• Reviews and maintains records, schedules, and daily attendance of custodians and maintenance staff.
• Generate reports as required.
• Greet and receive visitors, consistently creating a welcoming atmosphere characterized by a positive and impeccably professional first impression.
• Manage incoming calls and inquiries, efficiently directing them to the appropriate contacts.
• Handle office mail, packages, and deliveries with precision and timeliness.
• Assists with facilitating the daily work orders/job assignments through work order software to ensure timely completion. Report any deficiencies and problems associated with the Dude Solutions system to the Director of Facilities Management.
• Prepares requisitions for all supplies and/or materials needed to complete work orders in coordination with Facilities staff.

Office Purchases:

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• Maintain a well-organized site supplies inventory and reorder items as necessary.
• Liaise with vendors to procure office equipment, furniture, and supplies, always mindful of cost-effectiveness and quality standards.
• Serve as the point of contact for local staff travel bookings and arrangements.

Guest Coordination:

• Coordinate guest visits, encompassing travel and accommodation arrangements for overseas visitors, scheduling meetings, and preparing all necessary logistics, including security arrangements with the building.

Event Coordination:

• Provide vital support in the organization of formal office events, such as training sessions, workshops, and seminars, whether they are internal or external to the office.

REQUIREMENTS:

• Min 3 to 5 years of relevant experience
• High School Diploma or GED plus three (3) years of administrative or secretarial experience. Experience in a Facility Management environment is preferred. Must meet all knowledge, skills, and abilities.