Position Description:
The Administrative Assistant (Service Consultant) – is responsible for overseeing daily office operations, ensuring the smooth management of office supplies, assets, general housekeeping, and special services to internal partners and clients. This role requires strong organizational skills and attention to detail to provide efficient procurement, filing of payments, records management, and monitoring the performance of service providers in meeting their SLAs. The ideal candidate will be proactive, highly organized, and capable of managing multiple tasks related to office administration and logistics supplies.
Key Responsibilities:
• Office Management:
• Monitor and maintain office facilities, ensuring they remain clean, hygienic, and organized.
• Manage contract and price negotiations with office vendors and service providers.
• Coordinate with external vendors and contractors for new office-related services and materials as the operation team requires.
• Address partners' queries regarding office management issues (e.g. stationery, pantry & cleaning supplies, and general housekeeping)
• Ensure the office environment is safe and compliant with health and safety standards.
• Office Supplies Management:
• Maintain an inventory of office supplies and equipment, ensuring items are properly stocked and available for staff.
• Order, restock, and replenish office supplies as defined, staying within budget.
• Track and manage the usage of office supplies and suggest cost-saving measures when necessary.
• Set up and maintain systems for ordering and receiving office materials.
• Filing of Payments & Purchase Orders:
• Process and track payments for office-related purchases, ensuring accurate records are kept.
• File and maintain records of invoices, receipts, and purchase orders related to office supplies, assets, and services.
• Coordinate with the finance department to ensure timely processing of payments.
• Keep track of outstanding payments and follow up as necessary.
• Purchasing & Asset Management:
• Oversee the procurement process for office equipment, furniture, and other assets.
• Maintain an accurate inventory of office assets, ensuring proper documentation for purchases and disposals.
• Assist in evaluating suppliers and vendors to ensure cost-effectiveness and reliability.
• Track warranties, servicing, and repairs for office assets and equipment.
• Record-Keeping & Filing Systems:
• Implement and maintain efficient filing and archiving systems for office-related documents, including payment records, purchase orders, contracts, security, and maintenance logs.
• Ensure all documentation is filed and archived accurately per company records retention policies.
• Maintain the Team’s digital records and documents using the company tool (Sharepoint).
• General Administrative Support:
• Assist in organizing office events, meetings, and conferences, ensuring necessary supplies and materials are available.
• Provide additional administrative support as needed, such as providing driving services to Admin and Facilities Team related tasks and activities.
Together, as owners, let’s turn meaningful insights into action.
Life at CGI is rooted in ownership, teamwork, respect and belonging. Here, you’ll reach your full potential because…
You are invited to be an owner from day 1 as we work together to bring our Dream to life. That’s why we call ourselves CGI Partners rather than employees. We benefit from our collective success and actively shape our company’s strategy and direction.
Your work creates value. You’ll develop innovative solutions and build relationships with teammates and clients while accessing global capabilities to scale your ideas, embrace new opportunities, and benefit from expansive industry and technology expertise.
You’ll shape your career by joining a company built to grow and last. You’ll be supported by leaders who care about your health and well-being and provide you with opportunities to deepen your skills and broaden your horizons.
Come join our team—one of the largest IT and business consulting services firms in the world.