Junior Administrative Assistant

Description

Job Summary: We are seeking a Junior Administrative Assistant to manage the smooth operational functioning of facilities and general services, ensuring an optimal and efficient work environment. Key Responsibilities: 1. Manage maintenance, procurement, and contracts to ensure an optimal work environment. 2. Administer minor assets and administrative procedures of the company. 3. Service orientation, problem-solving, and effective communication. At **Transvip**, we are a recognized company in the passenger and cargo transportation industry. We distinguish ourselves through operational efficiency, integration of technology into our processes, and a strong commitment to customer experience. We are currently seeking a Junior Administrative Assistant. **Position Objective** To manage and oversee the proper operational functioning of the company’s facilities and general services, ensuring an optimal, safe, and efficient work environment for all employees, while managing relationships with service and supply vendors. **Main Responsibilities** * **Facilities Maintenance:** Supervise and coordinate preventive and corrective maintenance of office infrastructure (lighting, HVAC, furniture, cleaning), arranging repairs with external vendors as needed. * **Procurement Management:** Execute end-to-end procurement of office supplies, cafeteria items, cleaning materials, and desk accessories, ensuring timely replenishment, inventory control, and efficient budget utilization. * **Contract Administration:** Manage general service contracts including leases, security, cleaning, fixed/mobile telephony, and internet. Coordinate with landlords and vendors to ensure compliance with agreements and associated services, including travel and accommodation arrangements. * **Minor Assets Control:** Administer the assignment, registration, and tracking of minor fixed assets (corporate mobile phones, access credentials, keys, parking cards) for employees. * **Administrative Procedures:** Ensure smooth execution of the company’s administrative procedures, such as banking transactions (deposits, sight draft withdrawals), notarial services, and mail dispatch/receipt. This includes coordinating with vendors or directly executing procedures once per week. **Position Requirements** * Technical or professional degree in **Business Administration, Human Resources, Logistics, Accounting**, or related fields. * **Minimum 2–3 years of experience** in similar roles (Office Manager, General Services Administrator, Office Administration). * Knowledge of **vendor management, procurement, and inventory control**. * Proficiency in technological tools and management software (Intermediate or advanced Excel; SAP or similar ERP experience preferred). * Experience in **maintenance coordination**, general services administration, and contract management. * Ability to conduct **external procedures** and manage administrative documentation. * Excellent organizational, planning, and multitasking skills. * High level of **service orientation**, problem-solving, and effective communication.