Administrative Specialist

• Awareness of Company procedure
• Awareness of Company Values
• Conduct activities and tasks in strict adherence for follow up audits
• Follow health and safety requirements, rules and regulations, labor discipline, rules of Employee Handbook
• Provide administrative assistance to support activities of the Company
• Assist Managing Directors, Project Managers and Line Managers upon their requests
• Book air/train tickets reservations in and outside Kazakhstan when requested
• Book hotel reservations in and outside Kazakhstan when requested
• Accomplish tasks as per various assignments from HR and Admin / Project Services / IT / Business Development / Finance and Accounting departments
• Control for keeping all documentation and register in company database in time
• Prepare bid documents and evaluations for purchasing for Management approval
• Prepare different actions by using PC for gathering data, data treatment and submission of information for Management decision
• Classify materials according to the approved nomenclature
• Keep good housekeeping in Administrative office
• Organize and control possible office or department moves to new locations, transportation of the company equipment and property, and settle all issues associated with changing the office / department location.
• Prepares Contracts with Landlords
• Continuously work with renters’ representatives (for the foreign personnel) on settling issues regarding terms of residence, deal with maintenance problems, claims concerning the level of service and consider relevant proposals Provide the necessary assistance to company employees.
• Manage and perform office administrative work, coordinate maintenance work in the office and residential buildings of the company.
• Negotiating the terms of the lease agreements with landlords and further execution and finalizing. Monthly communication with the Landlords on the issues of payments, submitting of AoA and invoices or regarding any other changes in the terms of the Contracts.
• Negotiating the costs with hotels within Kazakhstan and further execution and finalizing.
• Make hotel reservations in and outside Kazakhstan if required.
• Book flight/train tickets in and outside Kazakhstan if required.
• Issuing monthly reports, requests within the project, collecting the signatures afterwards and following up the procedure of submitting the invoices together with supporting financial documents in the proper order and consequence.
• Coordinate access cards processing.
• Organizing furniture supply for working places.
• Provide technical assistance to support activities of the company.
• Work with Suppliers in providing office with stationary, water supply, food and etc.
• Receive and register Material Requisitions from the Originator.
• Organize and control possible office or department moves to new locations, transportation of the company equipment and property, and settle all issues associated with changing the office/ department location.
• Responsible for company bank card with monthly expense reporting.

• Knowledge of computer based systems including, Microsoft Office or equivalent software packages.
• Be proactive, a self-starter and ability to work without supervision.
• Systematic thinker and good organizational skills / time management.
• Strong personality skills.
• Team player within and across functions.

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