Admin Associate (CL602309)

The Admin associate ensures the office operates smoothly and efficiently by handling day to day matters related to running the office logistics. He is responsible of travel and events arrangements for the Export team.

Principal Duties and Responsibilities

• Negotiate contracts and get better deals from suppliers (hotels, airlines & agencies, printing shops, office supplies, etc.)
• Administer admin/office supplies and stationary; follow up on delivery & check order once received
• Coordinate IT issues with the internal and the external outsourced IT company
• Assist with the logistics of internal and external events such as venue booking, tickets, catering, etc.
• Make sure all purchase requests are signed before ordering then check all invoices once order received and get relevant signatures
• Assist with all admin tasks as requested by the superior
• Handle office events and birthdays
• Handle the office petty cash, review paid expenses and submit invoices through Concur for reimbursement
• Administer the filing for all admin related documents (hard and soft copies)
• Coordinate the maintenance and cleanliness of the office including managing the helping staff
• Manage the travel agency file and all travel requests including airplane tickets, hotel bookings, taxi pick-ups, etc. for all employees in Lebanon and employees, colleagues or visitors coming to Lebanon
• Assist with hotel reservations for Beirut office visitors coming from outside Lebanon
• Answer telephone enquiries from customers, attend to visitors and assist other staff in the organization with their enquiries
• Operate a range of office machines such as photocopiers, computers and faxes…
• Handle office filing and day to day matters related to running the office logistics and maintenance issues

Expected Areas of Competence

Special expertise

• Microsoft Excel
• Microsoft Office & travel bookings

Languages

• Fluency in English and Arabic, both spoken & written.
• French is a plus

Personal Skills Requirements

• Solid problem solving skills
• Ability to work independently and under pressure
• Organizational, follow up and time management skills

Education/Experience Requirements

Education

• Bachelor’s Degree in Business Administration.

Professional experience

• 0 to 3 years of experience in a similar Admin role with preference to multinational environment.
• Travel Requirements 5%