The Administrative Associate is a valued member who serves as a role model and fosters a professional and productive work atmosphere in a fast-paced environment. The Administrative Associate performs clerical tasks, clients/vendors coordination, facilities audits, and various administrative functions. While in this role, the individual exercises a high level of confidentiality and acts in a legal, moral, and ethical fashion.
Essential Duties and Responsibilities
- Perform facilities audits, security and safety inspections on a daily basis, including during times of disasters or emergencies.
- Oversee all servicing, repair, cleaning, and preventive maintenance activities for all office equipment and facilities.
- Regularly audit the output of housekeeping personnel.
- Monitor inventory of office supplies, cleaning equipment, and purchasing of new materials with attention to budgetary constraints.
- Coordinate with contacts from accredited vendors, facilities (landlord), government agencies (including Clark Development Corporation), and public utility companies.
- Facilitate processing of the company’s permits, certificates, registrations, compliance, and other required paperwork. Monitor the expiry dates and process renewals.
- Oversee the facilities’ waste disposal management.
- Attend to any visitors and conduct orientations whenever necessary.
- Arrange transportation, food, accommodation, and all admin-related activities for internal or client VIPS, and guests.
- Create and maintain databases for Administration purposes.
- Process employee requests and provide relevant information to duly authorized leaders.
- Assist Human Resources, IT, and Operations team members during on-site/off-site events, trainings, and meetings whenever necessary.
- Monitor costs and expenses to assist in budget preparation.
- Manage schedules and deadlines related to administration.
- Issue and monitor company IDs, lockers, keys, and cards of employees (as company’s custodian)
- Enforce policies and procedures relative to safety and security.
- Perform clerical duties such as filing, answering/directing phone calls, review/distribute mail, order supplies, receiving/signing-off on deliveries from vendors.
- Produce and distribute correspondence memos, letters, mail, faxes and forms.
- Prepare regularly scheduled and requested reports.
- Perform other responsibilities and tasks as assigned.
Personal Attributes
- Excellent customer service orientation through effective use of written, oral, and face-to-face communications.
- Possess strong organizational skills.
- Results-driven.
- Possess a strong sense of urgency.
- Ability to multitask and prioritize while maintaining attention to details.
- Able to work independently to troubleshoot and resolve day-to-day issues.
- High attention to detail.
- Proven analytical and problem-solving abilities.
- Ability to effectively prioritize and execute tasks in high-pressure situations.
- Considers security best practices, business context, and other factors when completing work.Knowledge of MS Office applications
Education and Experience
- Minimum of 1 year relevant experience providing administrative support in a corporate environment
- Bachelor’s degree in any field
- Knowledge of MS Office applications
JSSI is an Equal Opportunity / Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, protected veteran status, or other characteristic protected by law.JSSI does not accept unsolicited resumes from individual recruiters or third-party recruiting agencies in response to job postings. No fee will be paid to third parties who submit unsolicited candidates directly to our hiring managers or Recruiting Team. Apply for this job
