Administrative Officer
The Office Admin’s job will be multi-faceted; the primary role of the position is to perform a wide range of administrative, clerical and office support activities to facilitate the effectiveness and efficiency of operations. The role entails assistance in a number of different functions which include (but are not limited to): Secretarial, Staff Management, Finance & Accounting, Data Management and General Office Management. The Office Admin will embody, live, breathe and imbed U-Republic values: culture, environment, health, social responsibility, co-creation, and gamification in line with U-Republic initiatives and with all stakeholders.
SECRETARIAL
1. Organize employee appointments and meetings.
2. Maintain calendars and schedules.
3. Manage travel arrangements and any visa requirements.
4. Prepare and distribute minutes of meetings.
5. Answer, screen and direct incoming calls.
6. General clerical duties including photocopying, fax, and mailing.
7. Review and answer correspondence.
STAFF MANAGEMENT
8. Maintain office staff by assisting in recruiting, orienting, and training employees.
9. Communicate changes in policies and procedures.
10. Ensure adherence to policies and procedures by staff members.
11. Prepare paperwork for hires and terminations.
12. Conduct orientation for new staff members.
13. Identify and organize training programs for staff.
14. Keep staff attendance reports.
15. Maintain employee personal files.
16. Schedule job evaluations.
17. Serve as a link between management and employees by handling questions, interpreting and administering contracts and helping resolve work-related issues.
18. Coordinate with PROs for contract amendments, new visa applications and other labor-related matters.
FINANCE & ACCOUNTING (IN COORDINATION WITH THE F&A STUDIO)
19. Achieve financial objectives by assisting in preparing an annual budget; scheduling expenditures; analyzing variances; initiating corrective actions.
20. Monitor and record expenses.
21. Prepare general & administrative reports.
22. Prepare monthly bank reconciliations.
23. Follow-up on vendors and pending invoices.
24. Monitor and record hours worked including overtime.
25. Monitor vacation and sick leave.
Achieves financial objectives by preparing an annual budget; scheduling expenditures; analyzing variances; initiating corrective actions
DATA MANAGEMENT
26. Manage the Contact Database.
27. Create and maintain databases.
28. Organize the retention, protection, retrieval, transfer and removal of records.
29. Ensure the security and confidentiality of data.
GENERAL OFFICE MANAGEMENT
30. Maintain office efficiency by planning and implementing office systems, layouts, and equipment procurement.
31. Design and implement local office policies by establishing standards and procedures; measuring results against standards; making necessary adjustments.
32. Manage petty cash.
33. Organize office licensing and lease contracts.
34. Design and implement filing systems; ensure that they are maintained and current.
35. Prepare payroll.
36. Keeps management informed by reviewing and analyzing special reports; summarizing information; identifying trends.
37. Maintain and upkeep office equipment.
38. Organize repairs and upgrades.
39. Follow through on maintenance agreements and contracts.
40. Ensure payment of utility bills.
41. Order and maintain office supplies.
42. Research vendors for pricing and delivery options in accordance with company purchasing policies and budgetary restrictions.
43. Liaise with IT specialists to resolve any troubleshoot and systems problems.
44. Maintain professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing personal networks; participating in professional societies.
KNOWLEDGE, SKILLS & ABILITIES
• Minimum 2 years of administrative and supervisory experience.
• Business degree or equivalent.
• Familiar with local laws and new company set-up procedures.
• Proven experience with licensing, dealing with contractors and local government authorities.
• Knowledge of accounting, data and administrative management practices and procedures.
• Knowledge of clerical practices and procedures.
• Knowledge of human resource management practices and procedures, including HR-related issues such as procession visas and issuing contracts.
• Knowledge of business and management principles.
• Proficiency in office information technology and collaboration tools.
• Interpersonal and communication skills (written and verbal).
• Ability to plan, organize and prioritize.
• Strong analytical skills with the ability to synthesize information from several sources.
• Ability to learn and adapt quickly in a fast-paced environment.
• Strong attention to detail.
• Creative, innovative, well-read and cultured.
• Knowledge and interest in arts, music and the creative community.
• Ability to ‘think outside the box’.
• Ability to work well under pressure and manage stress.
The job offers competitive salary based on experience. Interested individuals fulfilling the above criteria should send their CV with a recent photo and salary expectation to hc(at)u(dash)republic(dot)com. Only qualified candidates will be contacted.
Apply to Job
SECRETARIAL
1. Organize employee appointments and meetings.
2. Maintain calendars and schedules.
3. Manage travel arrangements and any visa requirements.
4. Prepare and distribute minutes of meetings.
5. Answer, screen and direct incoming calls.
6. General clerical duties including photocopying, fax, and mailing.
7. Review and answer correspondence.
STAFF MANAGEMENT
8. Maintain office staff by assisting in recruiting, orienting, and training employees.
9. Communicate changes in policies and procedures.
10. Ensure adherence to policies and procedures by staff members.
11. Prepare paperwork for hires and terminations.
12. Conduct orientation for new staff members.
13. Identify and organize training programs for staff.
14. Keep staff attendance reports.
15. Maintain employee personal files.
16. Schedule job evaluations.
17. Serve as a link between management and employees by handling questions, interpreting and administering contracts and helping resolve work-related issues.
18. Coordinate with PROs for contract amendments, new visa applications and other labor-related matters.
FINANCE & ACCOUNTING (IN COORDINATION WITH THE F&A STUDIO)
19. Achieve financial objectives by assisting in preparing an annual budget; scheduling expenditures; analyzing variances; initiating corrective actions.
20. Monitor and record expenses.
21. Prepare general & administrative reports.
22. Prepare monthly bank reconciliations.
23. Follow-up on vendors and pending invoices.
24. Monitor and record hours worked including overtime.
25. Monitor vacation and sick leave.
Achieves financial objectives by preparing an annual budget; scheduling expenditures; analyzing variances; initiating corrective actions
DATA MANAGEMENT
26. Manage the Contact Database.
27. Create and maintain databases.
28. Organize the retention, protection, retrieval, transfer and removal of records.
29. Ensure the security and confidentiality of data.
GENERAL OFFICE MANAGEMENT
30. Maintain office efficiency by planning and implementing office systems, layouts, and equipment procurement.
31. Design and implement local office policies by establishing standards and procedures; measuring results against standards; making necessary adjustments.
32. Manage petty cash.
33. Organize office licensing and lease contracts.
34. Design and implement filing systems; ensure that they are maintained and current.
35. Prepare payroll.
36. Keeps management informed by reviewing and analyzing special reports; summarizing information; identifying trends.
37. Maintain and upkeep office equipment.
38. Organize repairs and upgrades.
39. Follow through on maintenance agreements and contracts.
40. Ensure payment of utility bills.
41. Order and maintain office supplies.
42. Research vendors for pricing and delivery options in accordance with company purchasing policies and budgetary restrictions.
43. Liaise with IT specialists to resolve any troubleshoot and systems problems.
44. Maintain professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing personal networks; participating in professional societies.
KNOWLEDGE, SKILLS & ABILITIES
• Minimum 2 years of administrative and supervisory experience.
• Business degree or equivalent.
• Familiar with local laws and new company set-up procedures.
• Proven experience with licensing, dealing with contractors and local government authorities.
• Knowledge of accounting, data and administrative management practices and procedures.
• Knowledge of clerical practices and procedures.
• Knowledge of human resource management practices and procedures, including HR-related issues such as procession visas and issuing contracts.
• Knowledge of business and management principles.
• Proficiency in office information technology and collaboration tools.
• Interpersonal and communication skills (written and verbal).
• Ability to plan, organize and prioritize.
• Strong analytical skills with the ability to synthesize information from several sources.
• Ability to learn and adapt quickly in a fast-paced environment.
• Strong attention to detail.
• Creative, innovative, well-read and cultured.
• Knowledge and interest in arts, music and the creative community.
• Ability to ‘think outside the box’.
• Ability to work well under pressure and manage stress.
The job offers competitive salary based on experience. Interested individuals fulfilling the above criteria should send their CV with a recent photo and salary expectation to hc(at)u(dash)republic(dot)com. Only qualified candidates will be contacted.
Apply to Job