Job Opportunity: Administration Assistant

Admin Assistant


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.


  • 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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