Senior Administration Associate

Overview

Facility management, staff travel planning, immigration compliance, and general office administration will all fall within the purview of this role. An extremely well-organised, proactive, and process-driven person is needed for this position.

Responsibilities

• Ensure precise asset monitoring, maintenance plans, and facility-related duties by supervising the transfer of facility management data into the business's ERP system. • Oversee the effective use of office utilities (such as internet, water, and power) and put plans in place to track and maximise usage. • Oversee office lease negotiations and renewals, collaborating closely with outside landlords and legal departments to secure advantageous terms. • All lease agreements, renewals, and expiration dates should be kept in an orderly file. • Create and put into effect facility management policies, such as charters and pre- and post-inspection forms. • Establish and oversee partnerships with outside suppliers for cleaning, repairs, and office upkeep. • Organise all employee travel, making reservations for lodging, flights, and ground transportation while making sure that all travel is compliant with corporate guidelines. • Keep tabs on and report travel-related costs, and help create departmental travel budgets. • Respond to employee enquiries about travel and quickly address any problems pertaining to travel. • Ensure adherence to pertinent laws and regulations by supervising employee immigration paperwork, such as work permits and visa applications. • Keep track of when visas and permits expire to make sure they are renewed and extended on time. • Help expatriates with the onboarding and relocation procedures. • Oversee the inventory of office supplies, placing orders for what is needed and maintaining ideal stock levels. • Help with planning and logistics for workplace events and staff engagement programs.

Requirements

• A bachelor's degree in human resources or business administration is required. • A management master's degree is advantageous. • It is required to have multicultural experience. • Being able to speak French is advantageous. • 8+ years of expertise in office operations, administrative support, and facility management is required. • adept with the Microsoft Office Suite, which includes Word, PowerPoint, and Excel. • Demonstrated expertise with ERP systems, ideally in the administration of operations and data pertaining to facilities. • Solid understanding of vendor management, lease negotiations, and utility management. • Strong grasp of office management, immigration regulations, and employee travel logistics.