Job Summary
K2 is seeking an Administrative Specialist to support the data centre in billing and payment duties, office general management duties and guest/event coordination activities.
Key Responsibilities
•Manages all administrative functions of the office, overseeing office operations and ensuring compliance with policies and procedures.
Providing guidance and support while overseeing workflows and ensuring effective collaboration among departments.
•Focuses on billing processes, ensuring accuracy in invoices, managing accounts receivable, and reconciling discrepancies with a deeper focus on financial operations.
•Analyses operational processes and data to identify improvements, streamline workflows, and enhance efficiency within the facilities or office environment.
•Takes responsibility for planning and executing events, managing all logistics, and ensuring successful outcomes for both internal and external gatherings.
•Oversees the procurement process for office supplies and equipment, negotiating with vendors and ensuring cost-effective purchasing.
•Manages guest coordination and hospitality services, ensuring a positive experience for visitors and organizing travel and accommodation logistics.
•Provide full administrative support to the site offices.
Billing and Payment Support:
•Facilitate the processing of Data Centre-related invoices, ensuring both accuracy and punctual payments.
•Manage all financial transactions related to bills and payments.
•Collaborate closely with the finance teams to reconcile accounts and promptly address discrepancies.
•Under general direction from the facilities Operations team, enhances the department’s effectiveness by performing various administrative duties and tasks. Maintains confidentiality of all privileged information.
•Performs clerical duties to ensure smooth site operation and accurate record keeping, including organizing and maintaining accurate electronic and paper files and disseminating correspondence to proper departments.
•Reviews and maintains records, schedules, and daily attendance of custodians and maintenance staff.
•Generate reports as required.
•Greet and receive visitors, consistently creating a welcoming atmosphere characterized by a positive and impeccably professional first impression.
•Manage incoming calls and inquiries, efficiently directing them to the appropriate contacts.
•Handle office mail, packages, and deliveries with precision and timeliness.
•Assists with facilitating the daily work orders/job assignments through work order software to ensure timely completion. Report any deficiencies and problems associated with the Dude Solutions system to the Director of Facilities Management.
•Prepares requisitions for all supplies and/or materials needed to complete work orders in coordination with Facilities staff.
Office Purchases:
•Maintain a well-organized site supplies inventory and reorder items as necessary.
•Liaise with vendors to procure office equipment, furniture, and supplies, always mindful of cost-effectiveness and quality standards.
•Serve as the point of contact for local staff travel bookings and arrangements.
Guest Coordination:
•Coordinate guest visits, encompassing travel and accommodation arrangements for overseas visitors, scheduling meetings, and preparing all necessary logistics, including security arrangements with the building.
Event Coordination:
•Provide vital support in the organization of formal office events, such as training sessions, workshops, and seminars, whether they are internal or external to the office.
Working environment entails
•Walking job sites which have areas of uneven terrain.
•Work at heights.
•Work in a noisy environment.
•Work in confined spaces.
Key Requirements
Interpersonal Requirements:
•Committed to the delivery of excellent customer service.
•Calm Manner, able to work under pressure.
•Self-motivated, ability to work on own initiative.
•Punctual and reliable.
•Good attention to detail.
Skills set and Qualifications Requirements:
•Minimum a Diploma holder with at least 3 years of administrative/secretarial experience. Experience in a Facility Management environment is preferred.
•Strong organisational skills.
•Excellent interpersonal skills and ability to communicate efficiently both verbally and in written form.
•Familiar with Microsoft office suite.
•Ability to use computer applications effectively.
•Be innovative.
-All listed tasks and responsibilities are deemed essential functions to this position; however, business needs may require reasonable accommodations for additional duties
-Full details of employment terms and conditions are provided within offers of employment, the employment handbook and appropriate policies within the company.
-This document does not constitute an offer of employment. Offers are only valid when provided in writing through Human Resources.
