We are seeking a proactive, detail-oriented, and service-driven Administrative Associate with strong organizational and communication skills to be the first point of contact for our organization. This role is critical to the creation of a professional, safe, and welcoming environment that reflects Hugo's standards of excellence and operational discipline.
The ideal candidate will manage our front desk operations, administrative operations, facility upkeep, visitor management, and community support activities. As the face of the company, you will play a key role in upholding our brand image and ensuring smooth day-to-day office operations.
WHAT DOES THE ROLE ENTAIL
Office Management & Experience
- Implement and enforce in-office policies, Standard Operating Procedures (SOPs), and compliance protocols.
- Supervise cleaning agency personnel to maintain office hygiene and presentation standards.
- Manage space allocation, optimizing comfort, organization, and workspace efficiency.
- Support employee and guest experience initiatives by ensuring a clean, organized, and responsive workplace.
- Process utility bills (licenses, rent, power, etc.) and maintain timely payments and documentation.
- Act as liaison with property management for facility-related matters and issue resolution.
- Coordinate emergency response and Health, Safety & Environment (HSE) compliance across the office.
- Monitor and promote office and personal hygiene standards among staff and vendors.
- Oversee visitor and guest management including access control, visitor logs, and attendance tracking.
Office Supplies & Management
- Manage procurement of office supplies in line with approved budgets and processes.
- Oversee inventory and store management, ensuring accurate tracking and documentation of supplies.
- Coordinate distribution and dispensing of office consumables across departments.
- Forecast headcount-related supply needs and ensure adequate stock levels to support operations.
Community Support & Engagement
- Draft and circulate community announcements, memos, and internal communications.
- Coordinate hotel bookings, airport pickups, and related travel logistics for staff and guests.
- Maintain travel reporting and ensure compliance with company travel policies.
- Support visa processing, travel advisories, and related documentation for both local and international travel.
- Plan and coordinate internal events, meetings, and team engagements.
- Manage ID card production and issuance for new and existing staff.
- Oversee courier services, dispatching, and mail management.
Reporting & Documentation
- Prepare weekly administrative updates and contribute to team stand-up presentations.
- Draft and process official letters, documents, and memos.
- Maintain organized filing systems (digital and physical) for records and correspondence.
- Support administrative reporting, record keeping, and documentation audits as required.
- A Bachelor's degree or equivalent experience in business admin or office management.
- 2+ years in admin, receptionist, or similar roles.
- Strong multitasking, time-management, and customer service skills.
- Proficiency in MS Office and Google Suite.
- Proven work experience as a Front Desk Executive, Front Office Representative or similar role
- Proficiency in Microsoft Office and Google Suite
- Hands-on experience with office equipment (e.g. Computers and printers)