Administrative Services Associate

Responsibilities:

Business Travel Coordination

• Book travel arrangements, including flights, hotels, and logistics, for employees.
  
• Ensure travel plans align with company policies and budgets, providing itineraries and necessary documentation to employees.
  
• Assist with visa applications and travel insurance, and coordinate with travel agencies and vendors.
  
• Maintain accurate records of travel reports and costs associated with business travel.
  

Contract And Asset Administration

• Coordinate the issuance of contracts between the company and team members, ensuring contracts are issued accurately and on time.
  
• Coordinate with the Cloud Team, Core Team, and Resource Team on contract terms and performance.
  
• Maintain contract documentation and records, and track key contract management metrics.
  

Operations Service Desk Support

• Ensure service desk processes align with Operations best practices, analyzing service desk metrics to identify areas for improvement.
  
• Collaborate with stakeholders to resolve issues, communicating with end-users on updates and resolution timelines.
  
• Maintain documentation of troubleshooting steps and resolutions.
  

Operations Data And Reporting Support

• Support the collection and analysis of data for Operations department metrics.
  
• Help maintain databases for storing operational data and support the creation of dashboards and visualizations.
  
• Collaborate with other departments to gather relevant data.
  

Employee Engagement Coordination

• Support the execution of employee engagement programs and initiatives, and help plan and organize employee events and activities.
  
• Collect feedback from employees on engagement initiatives and help track associated costs.
  
• Support the audio-visual arrangements for employee engagement activities.
  

Internal Communications Support

• Assist in developing and implementing internal communication plans, drafting emails, announcements, and newsletters.
  
• Coordinate the distribution of internal communications through appropriate channels, ensuring alignment with company messaging.
  

Knowledge Management Support

• Support the development and maintenance of knowledge management systems, organizing and categorizing knowledge assets.
  
• Update and review knowledge articles for accuracy and relevance, supporting users in accessing the knowledge management system.
  

Risk Management Support

• Support the identification of potential risks in operations processes and the implementation of risk management policies and procedures.
  
• Participate in risk assessment activities and report findings to supervisors.
  

Requirements

Must-have skills (required)

• Customer service support: acts as a routine contact point, responding to a broad range of service requests and providing first-line investigation and diagnosis.
  
• Contract administration: comfortable acting as a routine contact point for contract-related matters, supporting the collection of contract performance data and creating standard reports.
  
• Risk awareness: able to undertake basic risk management activities and maintain documentation of risks and mitigation actions.
  
• Communication skills: communicates effectively with colleagues and stakeholders, listens actively, and collaborates to achieve team goals.
  
• Planning and organization: able to plan and monitor own work competently within limited deadlines, with a systematic approach to work.
  
• Knowledge management: able to maintain knowledge management systems and content, supporting others in capturing and using knowledge effectively.
  
• Decision-making: uses discretion in identifying and responding to complex issues related to own assignments, knowing when to escalate.
  
• Proficient with G-Suite and standard office productivity tools.
  

Academic And Professional Requirements

• Bachelor's degree or diploma in Business Administration or a related field, or equivalent practical experience.
  
• 2–4 years of experience in an administrative, operations, or office support role