The Role
Manage front desk operations, visitor management, office access, and facility upkeep. Handle procurement, vendor invoices, PO/requisition workflows in Ivalua/Maximo, stock and food arrangements, housekeeping supervision, courier/shipment documentation, travel and accommodation coordination, and provide administrative support to management.
Summary Generated by Built In
We are looking for a proactive and organized Front Office & Administration Executive to manage day-to-day office operations, ensure smooth facility management, and provide administrative support. The ideal candidate will handle vendor coordination, office supplies, visitor management, and employee services efficiently.Your responsibilities
- Manage front desk operations and act as the first point of contact for visitors.
- Issue visitor passes (candidates, interns, vendors).
- Provide office access (face recognition system).
- Process employee ID cards.
- Maintain daily staff count (ESL system) for food arrangements.
- Maintain stock of office stationery and supplies.
- Handle stock issuance and track consumption.
- Procure office stationery and housekeeping materials.
- Prepare reports on consumption (food, beverages, and other supplies).
- Manage food arrangements including lunch, dinner, and beverages.
- Coordinate fruit and pantry supplies.
- Ensure hygiene and cleanliness standards are maintained.
- Manage incoming and outgoing couriers.
- Prepare Air Way Bills (AWB) and shipment documentation.
- Verify courier invoices (Blue Dart, DTDC).
- Create Purchase Orders (PO) for vendors and submit to finance.
- Raise purchase requisitions in Ivalua.
- Record PO receipts in Maximo & Ivalua.
- Verify and process vendor invoices.
- Allocate tasks to housekeeping staff.
- Supervise daily cleaning and maintenance activities.
- Conduct regular inspections for office cleanliness.
- Coordinate with building maintenance teams.
- Arrange staff/relievers for housekeeping and drivers.
- Oversee weekend maintenance activities.
- Procure materials required for facility upkeep.
- Arrange hotel bookings for employees.
- Coordinate cab services.
- Manage air ticket bookings.
- Handle overseas travel insurance arrangements.
- Support in organizing cultural events and activities.
- Act as a backup secretary for the management team.
- Bachelor's degree in any field,
- 2-5 years of experience in front office management and administration.
- Strong verbal and written English skills.
- MS Office (Excel, Outlook, PowerPoint), Experience with ERP tools like Ivalua/Maximo is a plus.
- Proactive problem-solving mindset.
- Strong organizational skills.
- Ability to multitask and work independently.
- Team player with good coordination skills.
- ttention to detail and accuracy in documentation.
- Strong vendor management skills.
- Ability to handle confidential information.
- Good time management and prioritization skills.
- A permanent training track which allows you to develop yourself personally and professionally.
- A stimulating, innovative workplace with numerous growth opportunities.
- A people-oriented environment with an interactive health program and a focus on employee wellbeing.
Skills Required
- Bachelor's degree in any field
- 2-5 years of experience in front office management and administration
- Strong verbal and written English skills
- Proficiency in MS Office (Excel, Outlook, PowerPoint)
- Experience with ERP tools like Ivalua and Maximo
- Proactive problem-solving mindset
- Strong organizational skills
- Ability to multitask and work independently
- Team player with good coordination skills
- Attention to detail and accuracy in documentation
- Strong vendor management skills
- Ability to handle confidential information
- Good time management and prioritization skills
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The Company
What We Do
DEME (Euronext Brussels: DEME) is a leading contractor in the fields of offshore energy, dredging & infra, environmental remediation, trenching and marine infrastructure. DEME also engages in concessions activities in offshore wind, marine infrastructure, green hydrogen, and deep-sea mineral harvesting. The company can build on almost 150 years of experience and is a front runner in innovation and new technologies. DEME’s vision is to work towards a sustainable future by offering solutions for global challenges: a rising sea level, a growing population, the reduction of emissions, polluted rivers and soils and the scarcity of mineral resources. DEME can rely on more than 5,300 highly skilled professionals and operates one of the largest and most technologically advanced fleets in the world. DEME realised a turnover of 3,285 million euro with an EBITDA of 596 million euro in 2023
