PURPOSE OF POSITION:
Provides general office support with a variety of clerical activities and related tasks. Responsible for answering incoming calls, directing calls to appropriate person, mail distribution, flow of correspondence, requisition of supplies as well as additional clerical duties.
Mail & Reception:
Provide basic and accurate information in-person and via phone/email.
Answer, screen and forward incoming phone calls, experience in handling international calls and expressive in communicating with international staff.
Provide excellent customer service.
Received deliveries, invoices and other billing statement- little finance work.
Maintain office security by following safety procedures and controlling access via the reception desk.
Monitoring of CCTV cameras.
Assist Corporate Services Coordinator in administrative functions such as repairs, maintenance, care and upkeep of facilities and equipment.
Prepares check request payment utilities, association dues and other GRE expenses.
Maintains Monthly Utility Record.
Filing and administrative record keeping.
Process building gate pass and permits, and access deliveries.
Update and Accredit suppliers using watchdog for background check, review term.
Regular updating of vendor’s database.
Regular updating of asset management database.
Arranges and tracks inbound and outbound shipment.
Maintain and monitor office and pantry supplies.
Preparing emails/correspondence, spreadsheets, and power point presentation, excel.
Conference Room Monitoring:
Regular checking of conference room data base.
Daily checking of supplies, cable wire, extension cord and others in all conference rooms if all are available.
Monitor cleanliness in all conference room.
Experience in processing visa; communicating with the progress of request for any government permits.
KNOWLEDGE, SKILLS & ABILITIES:
Bachelor’s Degree or significant equivalent related work experience.
Proficient in Microsoft Word, Excel, PowerPoint, Lotus Notes.
Experience in coordination of executive meetings and catering needs.
Experience with cross cultural team and virtual team networking.
Ability to provide responsive customer focused support.
Excellent organizational, planning and communication and interpersonal skills.
3 years administrative experience.
Experience in handling and communicating international staff.
Diplomacy, cross-cultural sensitivity and experience.
Strong team player.
Possess a growing and mature Christian faith and commitment to World Vision, its ethos, Mission Statement, and Core Values.
Must have a positive disposition and energetic/passionate approach to work and providing support.
Must be fluent in English, with strong language capabilities and understanding.