Job Description
This role is responsible for ensuring the smooth operation of team internal processes and providing comprehensive administrative support. The ideal candidate will manage daily tasks that maintain organizational efficiency, including coordinating hiring and onboarding procedures for new employees. They will also serve as a key liaison for team communication, ensuring all administrative protocols are clearly understood and followed. Additionally, the position involves handling financial operations such as payments processing, absence management, and maintaining accurate records of expenses and invoices. The candidate will address ad-hoc needs related to team logistics, including procurement of merchandise, budget tracking, and other administrative functions that support team productivity.
Key Responsibilities
- Oversee and optimize team internal workflows to ensure alignment with company standards and operational efficiency
- Coordinate end-to-end hiring and onboarding processes for new team members, including document preparation, orientation programs, and integration into team systems
- Maintain open lines of communication with team members regarding administrative procedures, policies, and compliance requirements
- Manage payroll and absence tracking systems, ensuring timely and accurate processing of payments and leave requests
- Handle financial documentation including invoice processing, accounting records, and expense tracking for team-related activities
- Address unexpected administrative needs such as merchandise procurement, event coordination, and temporary project support
- Collaborate with cross-functional teams to identify process improvements and implement solutions for operational challenges
- Ensure all administrative tasks are completed in accordance with legal, financial, and organizational regulations
- Prepare and maintain detailed records of all administrative activities for audit purposes and team reference
- Provide support during team transitions, including documentation management and procedural handover to new team members
Job Requirements
- Proven experience in administrative operations or team coordination roles (minimum 2 years)
- Strong organizational skills with ability to manage multiple tasks simultaneously in a fast-paced environment
- Excellent communication abilities, including written and verbal skills for conveying administrative procedures to team members
- Proficiency in using accounting software, payroll systems, and office management tools (e.g., Excel, Google Workspace)
- Knowledge of HR processes and compliance requirements related to employee onboarding and absence management
- Ability to handle financial documentation accurately, including invoice processing and expense tracking
- Attention to detail to ensure all administrative tasks are completed with precision and adherence to company policies
- Problem-solving skills to address ad-hoc needs and resolve administrative challenges efficiently
- Team collaboration abilities to work effectively with cross-functional departments and support team operations
- Basic understanding of financial principles and accounting practices to manage team-related expenses and payments
- Ability to maintain confidentiality and handle sensitive information related to team operations and financial records
- Proficiency in English for clear communication with team members and stakeholders
- Flexibility to adapt to changing priorities and support team needs during peak periods or unexpected situations
- Knowledge of office management best practices to ensure smooth day-to-day operations and team productivity
