Are you committed to delivering a world class service to customers? Do you have a proactive approach and a positive can-do mind-set? Are you an excellent communicator, with the ability to take on multiple tasks in a constantly changing environment?

In this role, you will be responsible for delivering administrative assistance at an experienced level in day-to-day job.

Responsibilities

• Plan, organize, and schedule company meetings occurring in the office, offsite, and via video conference
• Oversee and order office supplies and food deliveries for group meetings
• Serve as the eyes and ears of the office, providing information, answering questions, and responding to requests
• Maintain, contact database, employee list, and inventories
• Management of the material/equipment platform and running company errands
• Preparing monthly reports
• Management of Asset/Facility/buildings maintenance including electricity, plumbing, painting, air conditioning, carpentry, masonry work, lighting, etc. in cost effective manner with consideration given to quality.
• Oversees the management and maintenance of company vehicles fleet including follow-up of cars documents
• Negotiates maintenance contracts for car repairs
• Management of company drivers
• Scheduling and coordinating meetings, appointments and travel
• Management of office supplies store including (consumption patterns, keys, stationery, business card, letterhead, envelopes, office furniture, etc.)
• Ensures that office supplies, equipment, materials and furniture are ordered & delivered in a timely manner
• Ensures office machines are serviced properly (ie, copy, fax, printers).
• Reviews consumption patterns throughout the company for volume quantities
• Management of internal archives and AGS focal point for
• Management of cleaners, housekeeping coordinators
• facility service management
• Propose design layout for facility changes
• Handles requests for office telephones, changes, and equipment
• Ensures landscaping, gardening, parking lots, grounds and surroundings are regularly and attractively maintained
• Vehicles’ insurance management (all company vehicles including truck)
• Ensures port access are provided
• Follow up on project related discussions and court cases
• Management of compliance with legal requirement from an environmental, industry & energy perspective (Area)
• Support the procurement process with vendors/suppliers sourcing and onboarding, definition of service requirement specifications, commissioning of good and services supplied, assessment of vendors

Who we are looking for

• A minimum of 3-5 years working experience.
• Should have previous experience in fleet management, procurement or logistics & services
• Good communication skills (English and French speaking/writing)
• Excellent organizational skills, proactive and dynamic
• Good computing skills
• Prioritization capabilities
• Team management
• Reporting ability

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