Office Assistant

Key Responsibilities

1. Vendor Coordination, MIS & Documentation

• Coordinate with vendors for onboarding, master data updates, and maintenance of vendor contact information.
• Maintain centralized MIS dashboards and trackers for vendors, service requests, incidents, employee queries, events, and administrative expenses.
• Monitor vendor assignments, service schedules, contract renewals, deliverables, and SLA compliance, ensuring timely follow-up and closure.
• Maintain accurate records of contracts, invoices, approvals, service reports, and other administrative documentation.
• Prepare periodic MIS reports, dashboards, presentations, and analytical summaries for review by the Senior Office Analyst and GA Head.

2. Incident & Employee Query Management

• Serve as the primary coordination point for employee requests, administrative support, vendor-related issues, and office service incidents.
• Record and monitor all incidents and service requests in a centralized tracking system, capturing request details, priority, ownership, actions taken, and resolution timelines.
• Coordinate with internal stakeholders and external vendors to ensure timely issue resolution in accordance with established SLAs.
• Provide regular progress updates to employees and stakeholders until issues are fully resolved.
• Escalate critical, recurring, or unresolved issues and monitor corrective actions through to completion.
• Identify recurring trends, recommend process improvements, and provide insights to the GA leadership team.

3. Event & Logistics Coordination

• Support the planning and execution of internal meetings, training programs, corporate events, and employee engagement activities.
• Coordinate event logistics, including vendor management, catering, venue setup, seating arrangements, materials, and scheduling.
• Maintain event documentation, attendance records, and expense tracking.

4. Expense & Budget Administration

• Track General Administration expenses and maintain invoice and payment records through MIS.
• Support invoice verification, submission, and coordination with finance teams to ensure timely payment processing.
• Assist in preparing expense reports, budget utilization summaries, and audit-related documentation.
• Identify discrepancies, support reconciliation activities, and contribute to cost optimization through accurate reporting.

5. Additional Responsibilities

• Undertake additional administrative and operational responsibilities as assigned by the GA Head to support evolving business and operational requirements.