Vacancies lifecell

Senior Office administrator

Kyiv region Business Support

Responsibilities

1. Manages daily administrative operations, including processing administrative BPMS requests, establishes work priorities, supervises handymen crew, assists in resolving problems related to the day-to-day operations of the office infrastructure:

1.1. Processing BPMS requests (Office Administration Workflow):

·  work with BPMS, correct processing of requests (comments, planning, etc.)

·  appropriate distribution of tasks to solve them in the shortest time with minimum cost (with help of handy mans, by contractors, by serving the Horizon BC, by self).

1.2. Conducts line training presentations for the needs of the Department of General Administration:

·  creating presentations to the General Administration Department ; interacting with a customer.

2. Coordinates officefurnituremaintenance, office equipment through dealing with vendors. Controls work of vendors, keeps the terms and arranges timely receipt and signature of necessary documentation:

·  monitoring the technical condition of office furniture and office premises during rounds and through BPMS by processing requests;

·  organizing eliminate of small problems that can be resolved with help of handymen (lock repair, replace carpet, tighten handrails, etc.);

·  interacting with a service company concerning  technical maintenance, repair;

·  organizing a convoy of vendors’ representative during the works;

·  supervising the quality and deadlines of services provided;

·  preparing in time Technical enquiry for facility services, technical maintenance, furniture repair;

·  control over correct document flow.

3. Provision of drinking water to the office:

·  preparing in time Technical enquiry for buying drinking bottled water;

·  knowing the Contract’s conditions and control over proper performance of the Contract;

·  control over delivery terms according to the Contract;

·  ordering drinking water on a regular basis;

·  creating proper PRs (orders) and control over staying within a budget;

·  control over correct document flow;

·  gathering data about expenses on drinking water on monthly basis.

4. Provision food (tea, coffee, cookies) and disposal cutlery to the office:

·  preparing in time Technical enquiry for buying office food and disposal cutlery;

·  knowing the Contract’s conditions and control over proper performance of the Contract;

·  control over office food and disposal cutlery available at stock;

·  control over delivery terms according to the Contract;

·  ordering office food and disposal cutlery on a regular basis;

·  creating proper PRs (orders) and control over staying within a budget;

·  control over correct document flow;

·  gathering data about expenses on drinking water on monthly basis.

5. During absence of other office administrator’s maintenance

following functions: 

·  processing BPMS requests (HR Workflow) – new employees and leavers;

·  office space planning and organizing work places;

·  coordinating work of warehouse regarding office furniture and other fixed assets;

·  organizing a convoy of vendors’ representative during the works;

·  processing BPM requests (Office administration flow) – elimination of air condition, illumination, electricity, water supply, etc.;

·  creating proper PRs (orders) for goods or services buying for General Administration dep. needs;

·  cooperating with Cleaning company, quality control;

·  cooperating with corporate taxi.

6. Provision stationary to the office on regular basis:

·  preparing in time Technical enquiry for buying stationary;

·  creating proper PRs (orders) for buying stationary;

·  knowing the Contract’s conditions and control over proper performance of the Contract;

·  gathering orders for stationary from office employees;

·  control over limits;

·  control over delivery terms;

·  control over printing paper supply on a regular basis;

·  control over stationary stock at the office.

7. Provision subscription to the office on regular basis:

·  preparing in time technical enquiry (list of magazines and newspapers);

·  gathering orders for subscription from office employees;

·  control over limits;

·  control over delivery terms;

·  control over correct document flow.

 

8. Planning of office space and organization of workplaces

  • coordination of preparation of working places for new employees;

  • updating employee lists and floor plans;

  • planning and coordinating of employees seating with managers.

9Coordination of work, goals setting of the reception

  • monitoring compliance with the job descriptions of receptionists,

  • participation in interviews and the final selection of a candidate for the position of receptionist,

  • keeping the reception in good condition.

10. Analysis of needs and planning of purchases of furniture, office equipment, blinds, projectors, screens, design boards, TV’s, kitchen equipment (kettles, microwave ovens, refrigerators, kitchen utensils), household goods, plants, coffee machines for Management, etc.

11. Implementation and control of the eco-project Green office and similar environmental and social initiatives

  • participation in the Green Office project, analysis of possible risks for the company, opportunities for its launch in all offices of the Company;

  • analysis of market proposals, choice of service provider,

  • signing the contract;

  • procurement of the necessary goods to launch the project;

  • preparation of information materials for

internal communication;

  • collecting and analyzing statistics;

  • creation of all necessary PRs (purchase requisitions);

  • control of the budget allocated to the project;

  • establishing a process for sorting, storing and exporting recyclables;

  • control of timely export of secondary raw materials;

  • control over correct document flow.

12. Coordination of the archivist work

  • control of the implementation of the archivist's job description;

  • control over timely archiving of documents in the company;

  • assistance in setting up archiving processes in the company;

  • consultation of employees and managers on archiving, electronic document flow, timely communication and support, development of technical solutions if necessary;

   • gathering data aboutfeedbacks from employees about document archiving to determine process quality and convenience for employees

  • participation in the creation of the Procedures / Policy, etc.

13. Organizing and further coordinating electronic correspondence with public authorities in the SEV OVV program

  • analysis of the possibility of implementing a unique system in the company;

  • modification of existing flow for the sending/receiving incoming/ outgoing correspondence;

  • organization of focus groups according to implementation of the system;

  • internal communication of the system implementation and operation;

  • creating internal instructions for working with the program;

  • creation of necessary PR;

  • gathering and analyzing of data;

  • control over correct document flow;

  • participation in the creation of the Procedures / Policy, etc.

14. Launch of new projects related to administrative activities at the Head Office

  • analysis of needs/idea, implementation tools and availability of funds for project implementation;

  • preparation of TT (technical task);

  • participation in tender meetings and vendor selection (if necessary);

  • creation of all necessary PR;

  • control of quality and timing of works;

  • control over correct document flow.

15. Participation in the planning of corporate events in the Office


Requirements

 Education

Level

Universitydegree

Area

Administration, Management, Technical, Personnel Management, Economics, Psychology

Working experience:

5+ years’ experience in the area of office management, administration of 500+ employee’s office, including offices with regionals structures.

Other requirements

Language skills

·  Ukrainian – fluent (official style)

·  Russian - fluent

·  English –intermediate

PC Skills

·  MS Office: Outlook, Word, Excel, PowerPoint(knowing principles of presentations’ creation, ways of presenting information,  visualization, etc. ). SAP (preferably).

Drivinglicense

n/d

Specificknowledge/ experience  areas

Knowledge of negotiating skills, working with regional offices and staff, time management, attention to details

Knowledge of electronic document flow

Conflict management

Initiative and project management

Ability to make quick decisions based on the analysis of the received data

Skills of SEV OVV

Presentation skills

Analytic skills (analysis of work estimates, checking calculations)

Contract work

Feedback skills, work with complaints

Creativity, interest in the newest solutions in the office administration , initiative of their implementation in the company

Knowledge in finance, primary accounting and workflow


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