Administration Specialist

/ Objective

Office Administration and Operations

• Assign office and cubicle spaces to optimize workflow and utilization.
• Oversee repairs, cleaning, and janitorial services to maintain a functional and clean work environment.
• Manage office supplies, equipment maintenance, and reception area operations.
• Ensure a clean and organized workplace by coordinating housekeeping activities.
• Handle office insurance matters and maintain up-to-date records.
• Manage parking assignments and coordinate access cards for employees.

Service Level Agreements and Contracts

• Collaborate with the Administration Manager to establish and maintain service-level agreements with vendors.
• Coordinate contracts for travel agencies, catering services, and other vendors as needed.

Business Travel Management

• Arrange and coordinate business travel, including transportation, accommodation, and per diem processing.
• Make hotel and airline bookings while ensuring cost-effectiveness and adherence to company travel policies.

Administration Procedures and Guidelines

• Administer and ensure compliance with policies, procedures, and guidelines for areas such as vehicle usage, mobile phone policies, travel, and general office procedures.
• Communicate and train MRO employees on these procedures to ensure understanding and compliance.

Catering and Event Management

• Organize weekly breakfast sessions for employees, ensuring timely delivery of food and beverages.
• Coordinate catering services for special events or meetings, considering dietary preferences and restrictions.

Fleet Management and Logistics

• Collaborate with the Administration Manager to develop and implement comprehensive fleet management strategies.
• Analyze fuel consumption data to identify opportunities for cost reduction.
• Oversee the maintenance schedule for company vehicles, ensuring timely servicing and adherence to safety regulations.
• Manage and book vehicles for other departments within the Administration Team and Corporate Services Business Line.
• Implement and maintain a robust system for vehicle tracking and data management.
• Liaise with other departments regarding vehicle needs, fleet management initiatives, and policy development.

Vehicle Maintenance and Cleanliness

• Establish and enforce high standards for vehicle cleanliness and presentation.
• Conduct regular vehicle inspections to identify potential issues and coordinate repairs.
• Develop strong relationships with vehicle providers and repair workshops to ensure high-quality service and cost-effectiveness.