General Overview

Summary

This job is a first-level supervisor or a non-supervisory team lead of a support function and typically reports to a manager.

Detailed Description

Performs tasks such as, but not limited to, the following:

• Enforce site administration policies and procedures including providing input into annual plans and policies, may contribute to policy development; providing interpretation of site policies and guidelines; performing work within established professional standards and practices to meet the goals of the site administration; gathering information for administrative procedures and company guidelines; creating forms/checklists and procedures to promote efficiency and consistent operations of site; preparing correspondence, agendas and presentation graphics; creates and maintains office files and databases.

• Manage reception per business needs including monitoring access process of visitors/vendors, informing security procedures, as well as acting upon non-compliance.

• Execute site administration related Purchase Requisition processes including raising vendor set up, sourcing and purchase request; and following-up to ensure Purchase Order is processed by relevant party; tracking orders to ensure timely delivery, reviewing the quality of purchased products, delivery information and invoices; performing Goods Receipt promptly and update tracker.

• Manage site materials consumption including inventory level control of site related supplies to ensure no supply shortage.

• As information resource in routine and unusual situations including interacting directly with peer groups; engaging in routine exchanges of information; interactions with external contacts such as liaison with building management/ vendors on matters pertaining to facilities, follow up until issues are resolved; supervising service provider’s janitor to ensure office environment cleanliness and always tour ready.

• Manage site safety and health including patrolling premises to maintain a safe and secure environment, notify relevant parties of any security breaches; take actions on emergency situations.

• Monitor site facilities maintenance/servicing processes including initiating contracts renewal process; on time maintenance/servicing per schedule; maintain servicing tracker and record retention.

• Support on or off site events (meetings, luncheons etc.) to share best practices and promote teamwork including facilities and logistics arrangement; develops and distributes agendas/schedules; schedules participants; caterer and gifts sourcing; gift/meal distribution etc.

Knowledge/Skills/Competencies

• Strong knowledge of computer applications and the ability to accurately perform tasks in some or all of the following applications: Access, Excel, Word and PowerPoint.

• Knowledge of the applicable areas of Celestica business in which the incumbent is located.

• Ability to communicate effectively, both verbally and in writing, with a wide variety of internal and external customers.

• Ability to evaluate multiple ongoing tasks and non-routine situations, determine priorities and organize work in a manner that allows for timely completion of projects.

• Ability to manage a wide variety of sensitive business and employee information in a confidential manner.

• Ability to present a positive, professional image of the company to a wide variety of contacts.

• Ability to efficiently organize, file and retrieve information relating to the site.

Physical Demands

• Candidate who live in close proximity to the company is preferred.

• Duties of this position are generally performed in good working conditions.

• Duties may require extended periods of sitting and sustained visual concentration on a computer monitor or on numbers and other detailed data.

• Repetitive manual movements (e.g., data entry, using a computer mouse etc.) are frequently required.

Typical Experience

Four to six years office administration relevant experience; security experience is an added advantage

Typical Education

• Bachelor’s degree in related field, or consideration of an equivalent combination of education and experience.

Notes

This job description is not intended to be an exhaustive list of all duties and responsibilities of the position. Employees are held accountable for all duties of the job. Job duties and the % of time identified for any function are subject to change at any time.