Administrative Support Specialist

2 tygodni temu

Warszawa, Mazovia, Polska Mapletree Pełny etat

Mapletree is seeking an experienced Administrative Support Specialist to join our Asset Management Team. In this role, you will provide administrative support to our team and will be combined with the receptionist role.

Key Responsibilities

  • Supporting managers and colleagues from asset management department in daily course of business
  • Providing administrative support to project teams, which may include research and data gathering
  • Scheduling appointments, meetings, and conference calls, taking into account different time zones if necessary
  • Coordinating the logistics for business meetings, including booking rooms, arranging necessary equipment, and preparing meeting materials
  • Taking minutes during meetings and distributing them afterwards to ensure all attendees have the necessary information for follow-up actions
  • Facilitating communication and coordination between various departments to improve workflow and ensure effective implementation of interdepartmental projects and initiatives
  • Acting as a liaison to pass information, requests and updates to and from the department, fostering a collaborative environment and helping to maintain a cohesive organizational culture
  • Organizing travel itineraries, including flights, accommodations, and ground transportation for department staff when required
  • Drafting, formatting, and editing documents such as reports, presentations
  • Preparing expense reports and handling invoicing and billing processes for the department
  • Coordinating the lease documents signature process
  • Active role in document archiving process
  • Managing conference rooms and reception desk as well as supporting teams during their events
  • Monitoring visitor access and maintaining situational awareness to promote onsite security and safety
  • Handling incoming and outgoing mail

Requirements

  • Degree in Business Administration or related field
  • Minimum years of relevant experience, experience in real estate sector is an advantage
  • Proficient in MS Word, PowerPoint, and Excel
  • SAP, Concur is an advantage
  • Excellent team player with ability to perform well under pressure in a fast-paced environment
  • Analytical skills are preferred

Strong problem-solving ability, including metrics-driven thinking

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