Administration specialist

İşin təsviri

Administration specialist

Purpose of the role

To provide a high level of support and co-ordination by managing the day-to-day activities of the administration team. Ensuring that the team meets all of its core targets and training junior team members as appropriate.

Responsibilities

I. Apartment management support arrangement: finding suitable apartment for best price, create regulations for apartment usage and weekly checking of apartments, arrangement of maintenance works in apartments. Arrangement of meeting of employees coming to Baku for BT from airport till apartment in Baku. Collect bills for water energy, gas, internet usage and provide finance department for payment. Managing land lord monthly payment in time.
II. Document control / Invoices management – create, get approval and provide finance department with invoices. Must be  provided control of office buying goods (which department, which employee, purpose )
III. Office management – ordering of necessary stationary and stuff for tea-break for office, controlling all FA in office including ordering and maintenance and etc, applying for Cash advance and making report for Offset.
IV. Postage service arrangement -  send letters internal (inside Baku city and Azerbaijan regions) and abroad (China, Uzbekistan and etc.), receive incoming letters, track letter by number, make archive of all incoming and outgoing letters and faxes, preparation of official letter to governmental bodies
V. Monthly report preparation - Take all received invoices from FD and preparation monthly reports for all supliers such as telephone, internet, postage, stationary, water, consulting companies, taxi service, petrol, car and office rent then get signature and submit to FD etc.
VI. Visa request / Invitation letter arrangement collect necessary documents such as invitation letter, photos, ticket reservation, copy of passport and Residence & Work Permission, original valid passport, insurances, fill in application, make payment to required bank (if need, if not directly to the embassy), take invoice from bank, go to the embassy to apply for visa (with applied person in case of need), take passport with ready visa from embassy. prepare letter from company, get signature and stamped, take money from applied person, go to Ministry of External Affairs to apply for InvLet, in 3 days take ready Invitation Letter, scan and send to applied person
VII. Ticket reservation - provide possible options and price in accordance to the requirements, make reservation and after ticket confirmed buy it.
VIII. Phone card management - provide employees in BT with sim card, make monthly report, send call details for each month to all staff and inform accounting dept about amount of personal calls.

Requirement for nominee:

Best candidate – should be highly educated with at least 2-3 years experience in managing roll in administration in foreign company. Fluent in English, advanced PC user. Must provide trainings for team in case of need. Should be flexible, able to work in multinational team and should have both excellent managerial and working skills.

If you are match with requirements and interested in vacancy please send resume with subject “Administration specialist ” to: [email protected]

İşəgötürənin reytinqi

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