Office Administrator

Overview and Objectives of the Position:

The Office Administrator will support the day-to-day running of the office by providing a wide range of operative and administrative services that cover administrations, IT and property support services, and the interaction with the specialist teams and external providers associated with these functions. The Office Administrator will also provide support to the team by being a point of contact for visitors to the office, overseeing the procurement of goods and services for the office, managing logistics, and providing other support for the team in relation to events. The Office Administrator will support Navitas Team in preparation of conferences, events, training, or employee engagement activities and other related activities assigned by Line Managers. The holder of this role will have high-level administration skills, and be diligent, ethical, organized, and a self-starter.


Key Relationships:

Internal
• Operations Manager
• Regional Manager – North Vietnam, Cambodia & Laos
• Regional Director – Indochina
• Finance Manager
• Navitas IT
• Senior/Student Recruitment Managers

External

• Agents
• Students
• Visitors to the office
• Supplier/Vendors


Principal Accountabilities:

• Assist with the daily operational activities, takes day-to-day direction from the Operations Manager and Regional Manager on supporting the team needs and ensuring wide-ranging office support services.
• Support operational processes in a way that is compliant and managed efficiently, meeting key deadlines.
• Prepare and maintain operations documents and reports, including petty cash book & payment request list, review supporting documents/contracts with suppliers, reconcile courier & freight charge/transportation/flight & another fee to provide cross charge details.
• Compliance with security and health & safety procedures.
• Perform administrative tasks, such as mailing receipts, answering phones, scheduling meetings, being the key point of contact for all internal and external visitors to the office, etc.


• Manage office supplies and the maintenance of office equipment, procuring where appropriate office services and equipment.
• Manage goods in/out, store control in the warehouse, and handle customs clearance email.
• Interface with Navitas IT in supporting IT to staff.
• Assist with English test schedule arrangement, supervise placement tests & get score results when needed.
• Follow all processes efficiently and deliver excellent service to internal and external stakeholders.
• Assist in the preparation and execution of conferences, events, training, or employee engagement activities.
• Coordinate marketing events, including overseeing logistics, managing registrations, coordinating with vendors, creating itineraries, and ordering marketing collateral.
• Other duties as assigned