Senior Admin Executive

• Manage offices matters and keep main office and remote office running smoothly.
• Arranges meetings by scheduling appropriate meeting times booking rooms and planning refreshments
• Produce travel itineraries for staffs requirement and employee events.
• Manages correspondence by answering emails and sorting mail.
• Assists in planning and arranging events including organizing catering.
• Handles office expenses and billing cycles
• Manages reception area and looks after visitors.
• Answers phone calls and transfers them as necessary.
• Drafts formats and prints relevant documents.
• Photocopies and files appropriate documents as needed.
• Cope with contract reviewing and annual internal/external audits.
• Maintains stock & office equipment lists and orders office supplies as needed.
• Manages staff expense requests.
• Interacts with management team and carries out their requests.
• Creates agendas and takes meeting notes.
• Assists in purchase orders and invoicing.
• Liaise with function team in the region and HQ for tasks implementation.
• Manages outgoing post and records data on special deliveries.
• Adhoc flexible to face any contingency plan and activity organized.
• Attention to details ownership strong prioritization and organizational skills.
• Ability to work without supervision excellent time management multitasking and presentation skills.
• Exceptional communication customer service and technical skills
• Proficiency in Microsoft Office Programs.
• Strong record keeping skills.

Office Management

• Managing office correspondence including exercising initiative in responding to day to day emails/office requests independently.
• Being a point of contact for visitors (organising hotels and ground transportation)
• Managing security clearance for visitors and ensuring the necessary processes are followed.
• Responding to email enquiries resolving where possible and re-directing where necessary.
• Managing the room booking process and ensuring meeting rooms are well functioning including reporting any technical faults to IT.
• Processing and managing any catering requests courier services and stationary orders ensuring necessary approval is obtained and budget is tracked.
• Liaising with site management regarding office space health and safety etc.
• Managing the day-to-day office duties such as health and safety checks notice boards tea point areas are well stocked meeting rooms are clean and tidy ready for next meeting.
• Office Management tasks as required including facilities request; to be a point of contact for facilities issues for staff and resolving in a timely manner.
• Maintain the office condition and arrange the necessary repairs.
• Managing office contracts; sourcing new suppliers managing office budget.
• Recording and processing expense claim.
• Manage relationship with vendors processing invoices raising PRs.
• Planning multi-trip travel itineraries and co-ordinating business travel and accommodation.
• Arranges meetings by scheduling appropriate meeting times booking rooms and planning.
• Produce travel itineraries for staffs requirement and employee events.
• Assists in planning and arranging events including organizing catering.
• Handles office expenses and billing cycles
• Cope with contract reviewing and annual internal/external audits.
• Maintains stock & office equipment lists and orders office supplies as needed.
• Assists in purchase orders and invoicing.
• Liaise with function team in the region and HQ for tasks implementation.
• Ability to work without supervision excellent time management multitasking and presentation skills.
• Exceptional communication customer service and technical skills
• Proficiency in Microsoft Office Programs.
• Strong record keeping skills.

Qualifications :

• Diploma in Business Administration or Degree in Business
• Administration with min 8 years experience
• Familiarity with ERP SAP is desirable.
• Strong office management experience
• Proven office management administrative experience
• Knowledge of office management responsibilities systems and procedures
• Excellent time management skills and ability to multi-task and prioritise work.
• Attention to detail and problem-solving skills.
• Excellent written and verbal communication skills
• Proficient in MS Office
• Understanding of accounting data and administrative management practices and procedures
• Understanding of clerical practices and procedures
• Understanding of business and management principles
• Computer skills and knowledge of office software packages
• Demonstrates the required technical knowledge and skills to achieve in their role.
• Analysis and Assessment Judgment Problem Solving Decision Making Planning and
• Organization Time Management Attention to Detail Accuracy

Additional Information :

With colleagues stretching across the globe we are proud of our diversity. To foster inclusivity we run employee resource groups (ERGs) to provide a safe space for employees to connect and support each other. Our cross-business ERGs include Veterans Pride Network Black Employee Network Network and Neurodiversity. 

Across our company we recognize excellence culminating in the Smiths Excellence Awards our annual celebration of the most extraordinary activities people and projects that best showcase our strengths and help drive our business forward. We announce these on our annual Smiths Day a global celebration of Smiths around our network. 

Join us for a great career with competitive compensation and benefits while helping engineer a better future. 

We believe that different perspectives and backgrounds are what make a company flourish. All qualified applicants will receive equal consideration for employment regardless of color religion sex sexual orientation gender identity national origin economic status disability age or any other legally protected characteristics. We are proud to be an inclusive company with values grounded in equality and ethics where we celebrate support and embrace diversity.

At no time during the hiring process will Smiths Group nor any of our recruitment partners ever request payment to enable participation including but not limited to interviews or testing. Avoid fraudulent requests by applying jobs directly through our careers website (Careers - Smiths Group plc)

Remote Work :

No

Employment Type :

Full-time