Administrative Specialist

Description

• Vendor & Contract Management: Sourcing, liaising with, and managing vendors and contractors for various office and facility services.
• Insurance Management: Handling the placement, renewal, and payment for all office and operational insurance policies, including Employer's Liability and Public Liability insurance.
• Procurement & Asset Management: Procuring office supplies, equipment, and services for projects and daily operations. Maintaining and managing the fixed asset register.
• Employee Logistics Support: Coordinating and addressing staff accommodation arrangements, managing vehicle subsidy programs, and providing general day-to-day operational support to employees.
• General Office Operations: Ensuring the office runs smoothly, including managing office supplies, handling incoming/outgoing mail, and acting as a point of contact for office-related inquiries.
• Process & Compliance Administration: Managing administrative processes such as updating bank mandates, processing pension scheme documentation, and maintaining records for audits. Ensuring all administrative activities comply with company policies.
• Facilities & Space Management: Overseeing leasing agreements, renovations, maintenance, signage installation, and space planning for offices, warehouses, and staff accommodation. Managing relationships with landlords and service providers.
• Financial Administration: Managing routine payments and financial processes such as warehouse rent, service fees, and other regular office expenditures. Preparing and submitting budget applications for administrative costs.
• Project & Event Support: Providing comprehensive administrative and logistical support for company projects, exhibitions, and events. This includes coordinating logistics, venue arrangements, supplier management, and procurement of necessary items (e.g., signage, audio-visual equipment).

Requirements

• Possess a positive, solution-oriented attitude with a natural focus on process improvement and identifying new opportunities to enhance office efficiency.
• Minimum of 3 years of experience in an office management, administrative specialist, or similar role.
• Strong experience in facilities management, vendor coordination, and event/project support.
• Bachelor's degree in business administration, management, or a related field.
• Excellent MS Office Skills, with high proficiency in Excel for tracking and reporting.
• Highly organised, with strong planning, prioritisation, and execution skills.
• Proactive "can-do attitude" with the ability to work independently and self-motivate.
• Proven experience in managing office budgets, payments, and basic financial administration tasks.
• Advanced level of fluency in English is essential.

Benefits

Training + Development

Interview process

Visa Sponsorship

Security clearance