Administrative Specialist

To provide local support for multiple Tungsten Automation Corporation functions and departments, often the first point of contact for external visitors/callers to Tungsten Automation and ultimately to ensure the smooth running of the office.

Key Responsibilities:

Reception

• To be the first point of contact for:
• all incoming calls/faxes and redirect calls to the relevant department or person, or take messages.
• for visitors to the office, which will include meeting and greeting clients/suppliers/customers; offering and arrange catering, liaising with couriers, etc
• To manage the company posts, including:
• ensuring that all post is collected daily and on time
• ensuring that special/recorded delivery items are sent correctly
• distributing incoming posts to relevant members of staff ,
• preparing and franking outgoing mail
• Procure postal and courier services as and when required

 Travel Desk

• Book travel arrangements including flights, train tickets, hotels, rental cars, etc. for local and international Tungsten Automation Corporation staff
• Coordinate multi-day itineraries and travel arrangements for international staff, liaise with their department, and act as the first point for the visitor
• Book travel arrangements for clients 

Office Administration

• To ensure the smooth running of the office.
• Ordering office stationery and other general office supplies (e.g. water, coffee) and equipment and ensuring supplies are kept at an optimum level.
  • Liaise with IT on ad hoc issues and day-to-day requests of colleagues
  • Update email groups, and provide office-related communications (e.g. parking, changes in the office, etc.)

• To arrange meetings and provide hospitality. Liaise with the guests and customers coming to the office to meet Sales teams, meetings & training organizations 
• Organize and coordinate internal events, like quarterly events and trainings 

Facility / Site Management

• Liaise with the facility manager, e.g. regarding office lease paperwork, rental of parking spaces, etc.
• Maintain lists for office keys, sim cards, parking cards etc.
• To be responsible for facilities management including the organization/supervision of office maintenance, repair work, and cleaning contractors.
• To be responsible for health and safety for the office, and fire evacuation procedures.

Finance

• Scanning local invoices, obtaining approval and sending them to SSC
• Archiving of invoices and expense reports
• AR collection support on case to case basis
• Support the Finance team for all overdue invoices and credit issues.
• Ensure communication between Finance, Business Processing, and Deal Desk to ensure backlog invoices are paid or identify issues with customers.

Human Resources

• Administrative support for the HR department

• At least 2 years relevant experience
• Good command of written and spoken English
• Knowledge and ability to use proficiently standard office computer software, including word processing, databases and spreadsheets
• Ability to use Office package and Internet applications
• Positive can-do mentality
• Ability to multitask
• Ability to engender trust and confidentiality in the provision of administrative support
• High level of accuracy
• Strong communication skills
• Well-developed time management skills and the ability to prioritize

Tungsten Automation Corporation is an Equal Opportunity Employer

While the job description describes what is anticipated as the requirements of the position, the job requirements are subject to change based upon any changing needs and requirements of the business.