Department Admin Support

Job Title: Department Admin Support

job Summary:

We are seeking a proactive and organized Department Admin Support professional to manage administrative functions, office logistics, scheduling, and event coordination. The ideal candidate will have experience in managing daily office operations, supporting leadership teams, and maintaining confidentiality in a fast-paced work environment.

Key Responsibilities:

Administrative & Communication Support

• Perform a broad range of clerical duties including compiling, formatting, and preparing reports, agendas, memos, and correspondence.
• Compose replies to emails, letters, and official communications.
• Receive and route incoming phone calls and correspondence based on priority and context.
• Always maintain discretion and handle confidential information with the utmost professionalism.

Event, Meeting & Travel Coordination

• Coordinate and manage scheduling, logistics, and catering for site events, meetings, leadership offsites, and celebrations.
• Handle domestic and international travel bookings and accommodations.
• Manage expense reports and ensure timely reimbursements.

Office & Team Operations

• Facilitate workspace planning and team member movement logistics.
• Support onboarding of new team members including equipment orders and space allocation.
• Address internal team requests and queries with prompt resolution.
• Make routine office purchases within prescribed budget guidelines.

Compliance & Reporting

• Monitor and maintain process compliance using the TAS Reminder System.
• Generate and manage training reports for global audits.
• Track and support hiring activities including requisition (Req) status updates.
• Take initiative in resolving issues, analyzing information, and escalating when necessary.

Requirements:

• 35 years of proven experience as a Department Admin or similar support role.
• Strong verbal and written communication skills.
• Excellent time management, organization, and multitasking ability.
• Detail-oriented, self-driven, and motivated with a positive attitude.
• Proven ability to work in a fast-paced, cross-functional environment.
• Comfortable interacting with employees at all levels, across functions and regions.
• Professionalism in handling sensitive and confidential matters.

Technical Skills:

• Office & Collaboration Tools:

• Microsoft Outlook, Word, Excel, PowerPoint, Teams, SharePoint, OneDrive

• Project & Travel Tools:

• Concur (Expense Management)

• Ariba (Procurement)

• Visa/AmEx Portals

• Other Procurement Tools