Coordinator, Global Business Solutions

1 week ago

Manila, National Capital Region, Philippines Kroll Full time $30,000 - $50,000 per year


Operations

Day-to-day responsibilities:
  • Observing, reviewing and analyzing processes to identify inefficiencies and areas where improvements could be made
  • Follow office workflow procedures to ensure maximum efficiency
  • Maintain files and records with effective filing systems
  • Monitor office expenditures and handle all office contracts (rent, service etc.)
  • Ensuring that deadlines, plans for events or anything related gets accomplished on time with no issues
  • Document, track internal and external complaints or issues, identify improvement areas, and escalate as appropriate
  • Monitor office supplies inventory and place orders
  • Assist in vendor relationship management
  • Track and follow up for vendor payments (with vendors, responsible Kroll IFS departments)
  • Hotel and accommodation: Identify, negotiate special rates, and collaborate/transition relationship to Global Travel team on the corporate rates of local hotels
  • Coordinate with local facility vendor on equipment breakage and repair, with inclusion of relevant stakeholders (Ops mgr, Kroll facilities management team)
  • Maintain list of operations vendors for events, caterings, printing, etc.
  • Coordinate with other team member to find and update more efficient vendor as and when needed.
  • Receive, coordinate and request suppliers' visits, maintenance, reparations, and others
  • Guide other team member of self-service capability as and when appropriate
  • Draft office-wide communications on operations, such as memos, announcements, internal event invitations, office etiquette reminders, etc.
  • Oversee executions and work quality of Office Admin Intern

Office Administration
  • Office first aid supplies review and refill (quarterly), with approvals from Facilities Management
  • Assisting teams on organizing company events and arranging employee training sessions with regards to daily logistics and activities
  • Support other teams with various administrative tasks (redirecting calls, disseminating correspondence, scheduling meetings etc.)
  • Greet and assist visitors when they arrive at the office, ensure that office visitors feel welcome and comfortable
  • Office stationeries supplies review and refill (quarterly), with approvals from Procurement
  • Informing facilities and physical securities when contractors work in Kroll's space
  • Departure employees: support IT and HR in collection of company assets (access cards, etc.)
  • Travel itineraries, reservation and purchase of plane tickets, hotel reservations and car rental for GBS management visiting Manila
  • Maintain a master calendar of company events, team-building activities, and conference room bookings
  • Schedule company-wide events and meetings that take place in shared spaces, ensuring no overlap
  • Keep all office supplies stocked and office equipment in working order

Essential Traits
  • Proven experience as office coordinator or in a similar role
  • Experience in customer service will be a plus
  • Detail-oriented precision in all areas of work
  • Strong organizational skills, including the ability to manage multiple schedules and calendars
  • Ability to comfortably multitask and shift gears throughout the workday, prioritize tasks according to urgency and meet tight deadlines
  • Knowledge of office management systems and procedures, basic knowledge of accounting and finance is a plus
  • Outstanding knowledge of MS Office, proficient use of MS Excel, Outlook and Powerpoint
  • Working knowledge of office equipment
  • Excellent communication and interpersonal skills
  • Organized with the ability to prioritize and multi-task
  • Reliable with accuracy, patience and professionalism
  • Associate's/College degree; BSc/Ba in business administration or relevant field is a plus

Objectives And Key Results
  • Efficient lead-time of operations activities
  • Up-to-date reporting on office admin tasks and office consumption
  • Efficient execution of office admin tasks
  • Correct reporting and documentation

About Kroll

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