Job Description:
ob Description: Administrative Specialist
The Administrative Specialist is responsible for managing and coordinating a wide range of facility and office-related duties to ensure smooth day-to-day operations. This includes overseeing IT inventory, vendor management, office supplies, staff coordination, and supporting HR functions. The role also involves working closely with the finance team to manage expenses, verify invoices, and ensure budget compliance. The position requires strong organizational skills, attention to detail, and the ability to collaborate with internal teams and external vendors.
Key Responsibilities:
- Oversee all facility-related duties, ensuring the office environment is properly maintained and all needs are met.
- Maintain a detailed record of all IT accessories and hardware distributed among staff members. Coordinate with vendors to purchase new IT devices as needed.
- Manage staff lunch arrangements to ensure timely and efficient catering services for employees.
- Coordinate staff attendance based on office parking and seating availability.
- Track and manage office supplies, including refreshments, printouts, and photocopies. Verify usage against the serviced office invoice at the end of each month before processing payment.
- Operate and manage the internet provider’s admin logins to distribute internet access among staff. Address any connectivity issues or service disruptions promptly.
- Negotiate and manage vendor contracts and agreements with service providers (e.g., Internet, facility management, and other suppliers).
- Responsible for maintaining and moving company documents and equipment stored at a designated area 2 km away from the office.
- In the absence of an HR representative in Sri Lanka, coordinate with the HR team in India to manage HR-related documentation until a local HR staff member is recruited.
- Work with the finance team to ensure proper processing of invoices and verification of costs related to office supplies, IT equipment, and vendor services. Collaborate with finance on budget management, cost tracking, and expense reporting to ensure financial compliance and cost efficiency.
Qualifications:
- Strong organizational and communication skills
- Ability to manage multiple tasks and responsibilities simultaneously
- Proficiency in office management tools and software
- Experience in vendor management and contract negotiations
- Ability to work independently and as part of a team
- Attention to detail and problem-solving skills
- Basic understanding of finance and budget management processes
- Ability to collaborate effectively with finance and other teams
This role plays a crucial part in maintaining a productive and well-organized office environment, supporting both administrative and HR functions, and ensuring financial accuracy and compliance in the management of office-related expenses.Kaleris is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.
