Administration & GM Assistant

Department: HR & Administration
PURPOSE OF THE ROLE
• To assist the general manager and its team in daily, administrative, and organizational management, to facilitate decision-making and the smooth running of the company. You are the preferred point of contact between management and internal/external stakeholders, ensuring clear, timely, and professional communication always. Following your experience working with various stakeholders, you proactively propose new ideas to improve efficiency, work environment, and overall team performance. You keep all relevant stakeholders informed at every step, fostering transparency and trust
• To support the HR & Admin Manager in delivering efficient office administration and facilities management services, ensuring a well-organized, compliant, and engaging workplace that supports business operations and enhances employee experience.
Reporting To: General Manager & HR & Admin Manager
KEY ROLES & RESPONSIBILITIES:
1. GM Assistant: 50%
• Monitor the progress of projects or management requests. Follow up with stakeholders and ensure deadlines are met
• Ensure regular, transparent, and effective communication with all stakeholders, keeping everyone informed at each stage of projects, decisions, and changes. Support the team with clear information/documents/material for decision-making.
• Prepare, design, and support presentations for management and key meetings
• Collect, analyze, and synthesize data to provide actionable insights for the GM
• Manage teams' business trips (travel, hotels, visas)
• Source, evaluate, and recommend relevant suppliers or service providers to meet the needs of the company
• Plan, organize, and manage office purchase and a small warehouse stock (inventory tracking, ordering, and reporting)
• Identify, propose, and help implement improvements in processes, workflows, and tools to increase efficiency, enhance the work environment, and make work easier and faster for all teams
• Support the organization of internal or external events
2. Administration: 50%
• Support the planning, coordination, and execution of employee engagement initiatives and company events to foster a positive, collaborative, and engaging workplace culture.
• Coordinate with the Headquarters IT team to facilitate the resolution of IT-related issues, including systems, networks, hardware, software, email accounts, and user access.
• Manage office fixed assets in accordance with corporate policies, ensuring accurate asset records, effective asset control, and timely reporting.
• Liaise with relevant government authorities to process legal and administrative documentation required for the company's operations.
• Supervise housekeeping services to maintain a clean, safe, and professional office environment.
• Coordinate office maintenance, facilities, and workplace improvement initiatives to ensure an efficient and pleasant working environment.
• Contribute ideas and continuously improve office administration processes and workplace practices to enhance operational efficiency and employee satisfaction.
• Provide administrative support for office operations and perform other duties as assigned by the HR & Administration Manager.
• Involve in HR tasks depending on her competencies and experience on HR expertise