Global Business Solutions (GBS) is a service line under the COO's office. GBS is tasked with driving the firm's captive center and providing operational support services to all business units across the globe, improving enterprise competitiveness and cost optimization while optimizing internal service delivery to various functions and BUs.
We are looking to hire an Operation Coordinator cum Administration within GBS to support the operations our Manila office. The position has 50% responsibilities related to clerical tasks, and 50% responsibilities of operation coordination and execution. Primary responsibilities are to facilitate various internal functions and implement processes that meet our business needs, such as administrative needs, social engagements, employee onboarding, etc. This position involves regular communication with team members, cross-functional teams, senior management, and external vendors/suppliers. You will report into Site Operations Manager/Site Leader and be an integral part in ensuring that our office operations run smoothly and are successful in supporting other business activities. You will be comfortable dealing with people and able to carry out administrative duties with accuracy and speed.
Day-to-day responsibilities:
Operations:
Observing, reviewing and analyzing processes to identify inefficiencies and areas where improvements could be madeFollow office workflow procedures to ensure maximum efficiencyMaintain files and records with effective filing systemsMonitor office expenditures and handle all office contracts (rent, service etc.)Ensuring that deadlines, plans for events or anything related gets accomplished on time with no issuesDocument, track internal and external complaints or issues, identify improvement areas, and escalate as appropriateMonitor office supplies inventory and place ordersAssist in vendor relationship managementTrack and follow up for vendor payments (with vendors, responsible Kroll IFS departments)Hotel and accommodation: Identify, negotiate special rates, and collaborate/transition relationship to Global Travel team on the corporate rates of local hotelsCoordinate with local facility vendor on equipment breakage and repair, with inclusion of relevant stakeholders (Ops mgr, Kroll facilities management team)Maintain list of operations vendors for events, caterings, printing, etc.Coordinate with other team member to find and update more efficient vendor as and when needed.Receive, coordinate and request suppliers' visits, maintenance, reparations, and othersGuide other team member of self-service capability as and when appropriateDraft office-wide communications on operations, such as memos, announcements, internal event invitations, office etiquette reminders, etc.Oversee executions and work quality of Office Admin Intern
Office Administration:
Office first aid supplies review and refill (quarterly), with approvals from Facilities ManagementAssisting teams on organizing company events and arranging employee training sessions with regards to daily logistics and activitiesSupport other teams with various administrative tasks (redirecting calls, disseminating correspondence, scheduling meetings etc.)Greet and assist visitors when they arrive at the office, ensure that office visitors feel welcome and comfortableOffice stationeries supplies review and refill (quarterly), with approvals from ProcurementInforming facilities and physical securities when contractors work in Kroll's spaceDeparture employees: support IT and HR in collection of company assets (access cards, etc.)Travel itineraries, reservation and purchase of plane tickets, hotel reservations and car rental for GBS management visiting ManilaMaintain a master calendar of company events, team-building activities, and conference room bookingsSchedule company-wide events and meetings that take place in shared spaces, ensuring no overlapKeep all office supplies stocked and office equipment in working order
Essential traits:
Proven experience as office coordinator or in a similar roleExperience in customer service will be a plusDetail-oriented precision in all areas of workStrong organizational skills, including the ability to manage multiple schedules and calendarsAbility to comfortably multitask and shift gears throughout the workday, prioritize tasks according to urgency and meet tight deadlinesKnowledge of office management systems and procedures, basic knowledge of accounting and finance is a plusOutstanding knowledge of MS Office, proficient use of MS Excel, Outlook and PowerpointWorking knowledge of office equipmentExcellent communication and interpersonal skillsOrganized with the ability to prioritize and multi-taskReliable with accuracy, patience and professionalismAssociate’s/College degree; BSc/Ba in business administration or relevant field is a plus
Objectives and Key Results:
Efficient lead-time of operations activitiesUp-to-date reporting on office admin tasks and office consumptionEfficient execution of office admin tasksCorrect reporting and documentation
About Kroll
Join the global leader in risk and financial advisory solutions—Kroll. With a nearly century-long legacy, we blend trusted expertise with cutting-edge technology to navigate and redefine industry complexities. As a part of One Team, One Kroll, you'll contribute to a collaborative and empowering environment, propelling your career to new heights. Ready to build, protect, restore and maximize our clients’ value? Your journey begins with Kroll.
Kroll is committed to equal opportunity and diversity, and recruits people based on merit.
In order to be considered for a position, you must formally apply via careers.kroll.com.
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