Job Description

The General Affairs Specialist supports the HR function to ensure smooth daily operations. Responsibilities include employee documentation, administrative support, facility coordination, vendor communication, and assisting with internal and external events. This role requires a highly organized, detail-oriented individual who can manage multiple responsibilities with discretion and professionalism.

Essential Duties and Responsibilities

Includes but not limited to:

• Serve as the point person for office management associate duties, including: Maintenance, Mailing, Supplies, Equipment, Bills, Errands, Shopping.
• Manages the office work environment and office products for all offices and plants, including equipment, fixed assets, etc.
• Schedule meetings and appointments.
• Performs customer service functions by answering requests and questions.
• Ensure common areas (e.g., breakrooms, conference rooms) are clean, stocked, and functioning correctly.
• Updates and maintains office policies as necessary.
• Coordinate with IT team members on all office equipment.
• Ensure that all items are invoiced and paid for on time.
• Manage contract and price negotiations with office vendors, service providers and office lease.
• Provide administrative support such as filing, scanning, photocopying, data entry, and scheduling.
• Assist in the onboarding process for new employees.
• Address employees' queries regarding office management issues
• Liaise with facility management vendors, including cleaning, catering, and security services.
• Plan in-house or off-site activities, like parties, celebrations, and conferences.

Requirements:

• Proficient in Microsoft Office.
• Demonstrated problem-solving and negotiation skills.
• Demonstrated ability to build and maintain client relationships.
• High School degree; additional qualification will be a plus
• Excellent oral and written communication skills.
• Familiarity with email scheduling tools, like Email Scheduler and Boomerang.
• Strong organizational and planning skills in a fast-paced environment.
• Proven interpersonal, communication, and time management skills.

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