Company OverviewCitco Fund Services is a division of the Citco Group of Companies and is the largest independent administrator of Hedge Funds in the world with offices in Amsterdam, Bahamas, Bermuda, Cayman Islands, Cork, Curacao, Dublin, Halifax, London, Luxembourg, Malvern, Miami, New York / New Jersey, Toronto, San Francisco, Singapore and Sydney.
Position OverviewOffice Administrator is responsible for the management of services and processes that support the core business of Citco.
They ensure that the organisation has the most suitable working environment for its employees and their activities. Duties vary day to day, however the Procurement / Office Administrator generally focus on using best business practice to improve efficiency, by reducing operating costs while increasing productivity.
Main Job Functions / TasksThis is a wide field with a diverse range of responsibilities. The Receptionist / Office Administrator is to provide an administrative role and project management support to executives throughout the organization.
Will provide front desk support functions and serves as a main point of contact for any office services and supplies needs.
Likely areas of responsibility include :
Low level procurement and contract management - i.e. preparing documents to put out tenders for contractors;
In charge of implementing health and safety policies in the office
Updating and maintaining supplier contract database
Updating and maintaining supplier contract summary sheets
Auditing invoice versus supplier contract rates
Coordination with finance and operations on purchasing, invoices and delivery
Supplies requisition and monitoring
Other general administration as required
Administrative support - preparation of reports, presentations, meeting agendas, minutes takings, etc;
Review expense claims;
Support in producing presentation materials for meetings and conferences;
Arrange travel itinerary and hotel booking ;
Manage and coordinate functions of services team members;
Calculating and comparing costs for required goods or services to achieve maximum value for money;
Responding appropriately to emergencies or urgent issues as they arise;
Any other ad hoc tasks as that arise.
Preferably at least 1 year experience in a Secretarial / Executive & Personal Assistant or equivalent
Good in Microsoft Office (Word, Excel, PowerPoint and etc)
Self-starter with excellent interpersonal skills
High level of integrity, drive and result-oriented
Business, Technical & Commercial Awareness
Drive for Results