Job Description

The Admin & Executive Assistant plays a key role in ensuring the smooth and efficient administration of the organization. This role is responsible for managing office administration, coordinating facilities and vendor-related activities, maintaining records and documentation, supporting employee and visitor needs, and ensuring compliance with company policies and procedures. The candidate also supports administrative process improvements to enhance operational efficiency and workplace effectiveness.

Key Responsibilities

Manage administrative and receptionist duties in accordance with the defined KONE Business Services (KBS) administration scope and task requirements.
Provide administrative and operational support to ensure the smooth and efficient running of office operations and facilities.
Coordinate procurement and financial administration activities, including PR, PO, GR, invoice processing, payment follow-ups, and vendor management.
Manage office facilities, assets, access controls, workplace safety, maintenance requests, and visitor arrangements.
Coordinate employee and visitor-related administrative activities, including onboarding, travel arrangements, hotel bookings, office supplies, and company merchandise.
Support company events, town halls, employee engagement initiatives, and internal communications through effective coordination and logistics management.
Maintain administrative records, reports, documentation, and office communication materials while ensuring compliance with company policies and procedures.
Provide administrative support to management, including calendar management, meeting coordination, travel arrangements, and expense claims.
Monitor administrative budgets, expenses, invoices, and payment status to ensure timely and accurate processing.
Drive continuous improvement, digitalization, and automation initiatives to enhance administrative efficiency and effectiveness.
Perform other duties as assigned by the Team Leader or Operations Manager.

Are you the one

The competence profile and requirements for this role indicate that a successful candidate should possess the following qualities and qualifications:

Behavioural Competences:

Strong organizational and planning skills
Attention to detail and accuracy
Effective communication and interpersonal skills
Professionalism and confidentiality
Flexibility and adaptability
Proactive problem-solving

Entry-level requirements:

Good English communication skills, both written and verbal
Strong coordination and administrative skills

Professional requirements:

Diploma or Bachelor's Degree in Business Administration or a related field
Minimum 1 - 2 years of experience in administration, executive support, or office management is an advantage
Proficient in Microsoft Office (Word, Excel, PowerPoint, Outlook)
Strong organizational and multitasking skills
Self-driven, reliable, and detail-oriented
Team player with a customer-focused mindset
Ability to handle confidential information with discretion

What do we offer

Career progression and opportunities within a global organization.
Total reward elements that engage and motivate our employees and help us make KONE a great place to work.
Comprehensive learning and development programs covering a wide range of professional skills.
You are surrounded by fun colleagues and a lively working environment. The best part is all leaders are great and open-minded.