Office Administrator

Gizli Firma

Job Purpose:

"Office Administrator" will play an integral role in ensuring the smooth running of the Istanbul Office in Atasehir on a day-to-day basis and to provide admin support to the business.

Job Description:

This is an Office Administrator role and duties will include Accounts and Purchase Orders, Workplace Facilities, HR, Travel, Compliance, Contract management, Emergency Response, hosting regular office meetings and business support for Exco members.

As Office Administrator, you will be assisting the Turkey Head Office’s organization. Needless to say a big part our your task would be related to participating in several project teams working currently to make sure all details are arranged to create a great work environment for the office: the workplace concept, all facilities services, setup and discussions with landlords, arranging hotels for international travels and putting all operational contracts in place.

You will be responsible for the management of the Turkey Headquarter and making sure day to day operations are run well in the office and for people working remotely.  Turkey Exco members are frequently present in Istanbul Office and will regularly have meetings or lunches with guests and other associates. Travel, taxi services, hotel and meeting room bookings, small events and lunches will be part of your daily activities.

Qualifications

• Minimum Associate’s degree, preferably in Office Management, Business Administration or related fields,
• At least 5 year of experience in a similar role (Office Assistant, Receptionist, Office Manager or Personal Assistant),
• Advanced proficiency in MS Office applications (especially Outlook, Excel, and PowerPoint),
• Fluent in both written and spoken English and Turkish,
• Strong communication skills with a professional and presentable demeanor,
• Well-organized with strong planning and time management skills,
• Ability to manage multiple priorities simultaneously with strong attention to detail,
• Proactive, solution-oriented, and able to take initiative,
• Team player with a high sense of responsibility,
• Able to adapt to a dynamic and fast-paced work environment,
• Residing in or able to commute to the European side of Istanbul,

Job Description

• Support the smooth and efficient running of daily office operations,
• Manage front-of-house operations and act as the first point of contact for employees, guests, and external stakeholders,
• Handle incoming calls professionally and direct them to the relevant departments,
• Welcome and assist visitors, ensuring a positive experience,
• Manage meeting room bookings and organize meetings (both face-to-face and virtual), ensuring all technical equipment is functioning properly,
• Coordinate incoming and outgoing mail, courier, and deliveries, ensuring they reach the correct recipients on time,
• Maintain office security by following procedures, managing visitor logs, and issuing visitor badges,
• Ensure reception and office areas are tidy, organized, and compliant with company standards,
• Manage office supplies, stationery, and inventory processes,
• Provide administrative support to senior management,
• Organize onboarding setup for new employees (workspace, equipment, etc.),
• Maintain internal communication lists and support information flow within the organization,
• Liaise with external vendors and service providers,
• Provide operational support during busy periods and assist with projects when required,
• Organize internal meetings and company events when needed,

Preferred Qualifications

• Experience in FMCG industry is a plus,
• Experience in office relocation or setup projects,
• Strong documentation and reporting skills,