Office Operations & Workplace Readiness
• Coordinate daily office operations so workspaces, meeting rooms, reception areas and shared facilities are organized, functional and ready for use.
• Maintain office-readiness schedules, service logs and issue trackers, following up promptly on defects, shortages or disruptions.
• Coordinate routine requirements with building management, facilities, IT, security, housekeeping and other support providers.
Meeting Rooms & Administrative Logistics
• Manage meeting-room bookings, room setup, refreshments, conferencing readiness, visitor access and supporting logistics for internal and external meetings.
• Confirm that rooms, equipment, materials and service arrangements are ready before scheduled engagements.
• Respond quickly to logistical changes and communicate operational constraints to the relevant executive assistant or meeting coordinator.
Reception, Visitors & Professional Standards
• Ensure visitors, advisers, candidates, partners and service providers are received professionally and directed appropriately.
• Coordinate access, waiting arrangements, security notifications and hospitality requirements while protecting confidentiality and workplace protocols.
• Maintain a professional front-of-house environment consistent with Bridge Holding’s executive standards.
Office Services, Supplies & Inventory
• Manage office supplies, stationery, pantry items, equipment registers and routine replenishment with appropriate cost discipline.
• Maintain accurate inventory records, minimum stock levels, issue logs and supporting purchase documentation.
• Coordinate approved requests, purchase orders, invoices, deliveries and service confirmation with Procurement and Finance.
Vendors, Facilities & Service Quality
• Act as the day-to-day contact for approved office vendors and service providers, monitoring delivery, quality, responsiveness and agreed schedules.
• Record service issues, coordinate corrective action and escalate recurring or material concerns to the Chief of Staff.
• Maintain clear records to support service-performance, vendor and cost reviews.
Travel, Events & Workplace Support
• Coordinate approved local transport, accommodation, catering, venue and office-event arrangements when assigned.
• Work with executive assistants and relevant functions to confirm bookings, visitor logistics and supporting documentation.
• Ensure arrangements remain within approved scope and budget.
Document, Mail & Records Administration
• Coordinate incoming and outgoing mail, courier services, routine correspondence distribution, office files and administrative records.
• Maintain orderly and appropriately controlled records for vendors, invoices, inventories and office services.
• Handle confidential information carefully and route sensitive materials only to authorized recipients.
