Administration Assistant

Designation – Administration, Assistant

Division – Support

Staff Type – Permanent

Responsibilities

• Ensure the cleanliness and general maintenance of the office in order to provide a healthy and safe working environment to the workforce by performing activities such as:
  • Supervise the cleaning of the office premises
  • Allocate work to cleaning staff appropriately
  • Monitor daily issuing of required toiletries for the washrooms
  • Conduct regular inspections daily
  • Ensure all office furniture & fittings are in working condition with help from relevant building supervisors
  • Water dispenser, air conditioning etc  to be serviced periodically
• Coordinate with relevant cleaning suppliers, gather information pertaining to quotations and forward information to line supervisor to evaluate the best supplier to fulfil administrative requirements.
  • Best vendor selected within budgets and good quality products
  • Facilitate and follow up on approvals for the relevant purchases for the office and set it up in SAP.
  • Submit invoices with approval for payments to Finance
• Maintain adequately stocked pantry, water for the water dispenser, First Aid kits and stationery in office.
• Assist associates with all transport requirements, including managing MAST vehicles & drivers.
• Manage the meeting room reservations accordingly
• Manage Electronic Travel Approval (ETA) for all MAST overseas associates travelling to Sri Lanka.
• Liaise with associates provided with fuel cards and follow up on collecting same at the time of termination
• Manage the distribution and maintain records of office car park passes for associates
• Oversee the service quality of the reception

Qualifications

• Diploma or relevant qualification
• 3-5 years practical experience in managing maintenance in the office
• Well organized, attention to detail, good communication skills and be able to work independently
• A good command in English & Sinhala (Both spoken & written)
• A good team player with a proactive outlook and drive towards excellence
• Computer Literacy in Microsoft office will be an added qualification