Administrative Assistant

Job description / Role

Job Overview

Responsible for managing all travel arrangements. Maintaining all of the office/company: archive, stationary, consumables, courier, mail, fax, building furniture, signage, machines, equipment and maintenance by working directly with the companys janitorial staff and in collaboration with other company departments.

Main Responsibilities

- Supports all companys safety champions (specifically the safety champion of the head office) by promoting office safety and a tidy and clean work environment.
- Maintain a sterile stock of PPE to be provided to companys visitors.
- Support & promote the companys recycle program.
- Directly work with recycling companies to arrange waste collection visits.
- Plan the company standard stationary; keep a healthy stock of companys standard stationary, corporate gifts, and publications. This process will include: issuing orders, receiving deliveries, properly storing items and regularly issuing them to company departments while maintaining tracking records.
- Responsible for keeping the company archives in a secure and safe environment in accordance with the companys quality management systems and guidelines for record keeping.
- Establish and maintain a system for easy retrieval of archived documents.
- Periodically dispose of archived documents as per company record keeping policy.
- Distribute company fax to concerned departments.
- Manage inbound and outbound courier services.
- Manage the mailing room and mail distribution.
- Manage companys copy centers &insure that copy machines are functioning at all times.
- Support office manager with standardization of office equipment and furniture for all company buildings including signage and corporate branding.
- Insure that all company fax and copy machines are functioning properly at all times.
- Manage the up keeping of the main office buildings and its facilities; work in coordination with maintenance, it, procurement and contractors to attend corrective and preventive maintenance.
- Document maintenance records and warranties.
- Supervise the janitorial service contractors and make sure they work to standard, including sanitary & kitchen supplies and equipment.
- Manage all travel arrangements for company guests & employees; this will include ticket, hotel and transportation bookings as well as settling payments for the requested services.
- Responsible for keeping the telecommunications services up and running to the standard including proper extension assignment, direct fax lines and STC phone line issue reporting and follow-up.
- Create & update & communicate company directory.
- Cover reception when needed.

Requirements

Qualifications
- Previous experience of 2-5 years in administration or any similar fields.
- Good level of English ( written, read & spoken/communicated)
- Knowledge of pc basic programs: (MS outlook, word, PowerPoint, excel,)
- Good communication skills
- Excellent organizational skills

About the Company

Every day, we make the world cleaner, safer and healthier – protecting people and vital resources. Ecolab is the global leader in water, hygiene and energy technologies and services. Around the world businesses in foodservice, food processing, hospitality, healthcare, industrial, and oil and gas markets choose Ecolab products and services to keep their environment clean and safe, operate efficiently and achieve sustainability goals. Our global workforce of over 44,000 employees is consistently delivering comprehensive solutions that meet the unique needs of our customers.