Office Coordinator
Hashtag Studio
Total years of experience :12 years, 11 Months
• Answering incoming calls, taking messages and re-directing calls as required.
• Receive and send emails, distribute employee notices and post around the office.
• Prepare, process, file and retrieve quote, tender, invoice, PO, and other report in physical and digital records.
• Research and coordinating with vendors, compare, and evaluate offers from suppliers.
• Diary management and arranging appointments, booking meeting rooms and conference facilities, taking minutes.
• Providing the necessary support systems for payroll requirements.
• Preparing salary, monthly and annual accounts, and liaising with auditors.
• Processing expenses and income and logging entries in Tally.
• Organizing travel and accommodation for staff.
• Handle insurance plans and service contracts.
• Coordinating and supporting the recruitment process, onboarding newcomers to the company.
• General office management such as ordering stationary, plan and coordinate all installations (telecommunications, heat, electricity etc.) and refurbishments.
• Manage parking space allocation, waste disposal, building security etc.
• Performed other duties and responsibilities assigned by the supervisor.
• Respond, manage queries from clients and the team, take note, and provide
assistance as required.
• Assist on meeting, hotel and travel arrangements.
• Help distributing employee notices and post around the office.
• Assist various departments with document organization and dissemination.
• Assist with research potential vendors, compare, and evaluate offers from suppliers.
• Assist track orders to ensure timely delivery, and coordinate with warehouse staff to ensure proper storage.
• Assist with preparing customs and chamber of commerce documents.
• Prepare process and file invoice, PO, dispatch note.
• Cover the reception and other admin staff during their leave.
• Assist GM and MD in the absence of their EA.
• Supervised the production.
• Conducted quality control of raw materials received and finished products to be dispatch.
• Maintained good condition of all materials and machines in production.
• Prepared reports in production and inventory of materials, tools and machine.
• Ensured sufficient inventory of production supplies.
• Coordinated with the warehouse & freight forwarders for shipment pickup.
• Performed other duties and responsibilities assigned by supervisor.