ROLE SUMMARY:
The Assistant Office Administrator is responsible for day-to-day operation of the office. Job activities entail scheduling of meetings, managing communication, draft letters, generate minutes of the meeting, assist in preparing and administering office presentation, arranging, control and safekeeping of office documents ,Inventory and ordering of office supply, perform admin and clerical task.
KEY RESPONSIBILITIES AND ACCOUNTABILITIES:
- Represent UGL in 1DCS
- Control and management of internal and external corporate communication.
- Interface with various department heads to arrange and coordinate meeting, appointments and schedules.
- Coordinate maintenance and repair of office equipment.
- Facilitate travel arrangement and manage booking scheduling and initiate travel expenses report.
- Assist in the conceptualization and conduct of social media posting as mandated by Department head.
- Facilitate hosting and welcoming of visitors and coursing them to right person.
- Prepare report, letter, memos and conduct clerical works as required by the department head.
- Engage proper communication between management and staff.
POLICY AND PROCEDURE RESPONSIBILITIES:
Assist management in enforcement and compliance with all UGL policies, procedures, guidelines in a way that not only meets company requirements, but also addresses Health & Safety, commercial obligations, risk management, and protection of intellectual property. These policies etc. include, but are not limited to:
- Code of Conduct
- P&C / People & Culture (incl. EEO; Bullying & Harassment)
- HSEQ (incl. One HSE Culture Framework, Fitness for Work)
- IT (incl. access and use of systems and software)
QUALIFICATIONS AND EDUCATION REQUIREMENTS:
- Degree in Office Administration, Secretarial, Human resources, Business Administration
WORK EXPERIENCE:
- Ideally has considerable working experience as office staff, secretary or office admin function
- Experience with supporting clients from other countries/cultures is essential
- Solid working knowledge of MS Office, Outlook, Excel and Powerpoint
PERSONAL CHARACTERISTICS:
- Well Organized, Self-starter and can work with minimum supervision
- Adaptable, results driven, professional and with high work standards
- Ability to balance multiple deadlines, competing priorities and conflicts
- Skills in the use and operation of computers, photocopy machines and similar office equipment.
- Ability to compose letters, memos and generate minutes of the meetings.
- Excellent communication, influencing and stakeholder management skills (written and verbal)
Job Types: Full-time, Permanent
Benefits:
- Flexible schedule
- Health insurance
- Life insurance
- Pay raise
Schedule:
- 8 hour shift
- Day shift
Supplemental Pay:
- 13th month salary
- Performance bonus
- Yearly bonus
Work Location: In person
Application Deadline: 06/23/2025
Expected Start Date: 06/30/2025