Administrative Assistant

At Infobip, we dream big. We value creativity, persistence, and innovation, passionately believing that it is through teamwork that we can all reach greater heights.

Since 2006, we have been innovating at the edge of technological possibilities and are now shaping global communications of the future. Through 70+ offices on six continents, Infobip’s platform is used by almost 70% of the population, making it the largest network of its kind and the only full-stack cloud communication platform globally.

Join us on our mission to create life-changing interactions between humans and online services with new and unseen solutions.

Job Descriptions

Front Desk Management

• Ensure all Front Desk activities are attended on timely manner (i.e. mail management, phone answering, visitor registration, etc.)

• Ensure all facilities in the meeting rooms are maintained in optimal condition and the rooms are well kept in tidy manner after each usage.

• Assists to perform local dispatch duties (visiting banks, accountants, authorities, etc..) as & when required.

• Provide general front desk supports (i.e. ride booking, restaurant reservations, etc.).

Office Management

• In charge to ensure the overall office is well-maintained at all time.

• Work closely with cleaners to ensure the office is clean and tidy at all time.

• Work closely with building management/vendors/other departments to effectively resolve all maintenance/facility/service issues in timely manner.

• Assist with maintenance projects/renovation/relocation of office as & when required.

• Manage purchase of stationeries, refreshments and pantry cleaning items. Monitor and ensure sufficient supplies at all time.

• Manage & keep inventories of company assets.

Administrative Tasks

• Assist Regional Manager to implement office procedures in accordance to HQ's policy. Proactively review the current procedures and provide suggestions on process improvements, if any.

• Administer all billings/invoices for payment under the purview of Administration dept. to ensure all invoices are ready for submission to Finance Division before the dateline.

• Administer all service contract agreements & tenancy agreements under the purview of Administration dept. including new, renewal and termination process.

• Assist Regional Manager to manage company's general property insurance matter including yearly review on amount of sum insured for each insurance category, submission of claims and any other activities related to company general insurance.

• Liaise with local government authorities to ensure all documentation/license/permit related to office operations are obtained and renewed on timely manner, if applicable.

• Keep track on budget expenditure as well as involve in yearly budget exercise.

• Maintains and updates departmental record and tracking systems; preparation of various reports/presentations/etc.

• Schedule/plan meetings and appointments as required.

Travel Desk Management

• Assist the Travel team with domestic travel related matters (bookings/visa application/letter/etc.), if required.

Business Support

• Support senior managers and executives with daily clerical tasks.

• Process various claims for employees.

• Support Finance dept. to process local tax documentations, issuance of invoices, etc.

• Support Human Resource dept. to coordinate both in-house and external events like team-building, office events, medical insurance renewal, arrangement of medical checkup for employees, etc.

• Support Marketing dept. with marketing events/matters.

• Support Purchasing dept. in sourcing for local vendors & price negotiation.

•Support IT dept. in managing IT assets.

• Performs other duties as assigned.

Job Requirements

• Bachelor's Degree in Business Admin or equivalent

• 1 year of experience in Administrative areas focused on office management  

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