Workplace Coordination Associate

  • Basis:  Full-Time
  • Closing Date:  18 Dec, 2019
  • Job Ref:  KMP-50305

Job Description

As the Workplace Coordination Associate, you’ll be reporting into HR to create an engaging and robust environment for our family to thrive in. Being the first face our people see, you will be an ambassador for all we as UnetSafe believe in all through out which ensuring the smooth running of our workplace.

Responsibilities:

  • Provide workplace support services in order to ensure the smooth running of the day to day in our office
  • Be solely responsible for all relocation as well as organise general travel arrangements for staff, becoming a specialist in this task, through timely delivery, negotiation of preferential rates, and effect management
  • Co-ordinate and maintain staff administrative records such as staff parking, staff phone numbers, access cards etc
  • Co-ordinate and organise appointments and meetings, where needed
  • Organize corporate corporate and staff events
  • Maintain general workplace tidiness and supervision of cleaner’s performance
  • Maintain the condition of the workplace and arrange necessary technical repairs where needed
  • Pre-approve all workplace related orders with Head of HR in line with budget
  • Cooperation with legal department in the process of finding new supplier and signing agreement
  • Coordination and administration of deliveries, register letters and forward to relevant departments
  • Manage items and documents shipment and posting as per request
  • Answering phone calls
  • Searching of new suppliers based on quality, costs and efficiency
  • Prepare Meeting room with any refreshments requested when needed, make sure that premises are in the acceptable order at all times
  • Ordering and replenishing all office supplies, medicine, milk, water, kitchen supplies, bathroom supplies, etc
  • Maintain adequate first aid and fire safety consumables and apparatus
  • Keep track of costings
  • Prepare petty cash report at the end of each month
  • Maintaining office furniture, ordering new where needed
  • Coordinating expansion of offices and design accordingly
  • Coordinating maintenance
  • Office budget for all supplies
  • Decorating of office according to type of event ‑ Halloween, xmas, valentines, etc
  • Responsible for risk assessment reports ‑ fire drills etc
  • Walk arounds all over the office and reporting back to HR
  • Ideas and initiatives to improve the office
  • Booking of flights, hotels and accommodations as well as transport across multiple locations as and when needed
  • Contribute to the efficiency of the business by providing personal assistance and timely support to the executive C-level members
  • In general, perform any other duties, as asked by HR, which are related to this position and which meet the qualifications

Qualifications & Experience:

  • At least 2 years experience in a similar role within Office Management
  • Excellent knowledge of English
  • Well rounded user of Office suite
  • High sense of responsibility and commitment
  • Ability to think creatively
  • Strong presentation and communication skills
  • Well structured planning and organisational skills