General Affairs Job Description Outline
I. Job Summary
The General Affairs professional is responsible for managing and overseeing the day-to-day administrative, operational, and facility-related functions of the company to ensure a safe, efficient, and well-maintained work environment.
II. Key Responsibilities
1. Office & Facility Management:
- Oversee the daily operations of the office, ensuring cleanliness, safety, and functionality.
- Manage office space, layout, and furniture arrangement.
- Coordinate facility maintenance and repairs (e.g., air conditioning, electrical systems, plumbing).
- Handle security matters and access control for the premises.
2. Procurement & Inventory:
- Manage the procurement of office supplies, stationery, equipment, and general administrative services.
- Maintain and track inventory of company assets (e.g., computers, furniture, vehicles).
- Liaise with vendors, negotiate contracts, and manage relationships with external service providers.
3. Operational Support & Logistics:
- Manage company vehicles, travel arrangements, and transportation logistics for staff.
- Handle utility payments (electricity, water, internet) and other routine operational expenses.
- Manage communication systems, including phone and mail services.
- Provide logistical support for internal and external meetings, conferences, and training sessions.
4. Administrative and Compliance:
- Assist in managing permits, licenses, and official documentation related to company operations and facilities.
- Ensure the office environment and company operations comply with health, safety, and regulatory standards.
- Maintain accurate records and documentation related to GA operations, contracts, and assets.
- Assist in budget tracking and expense reporting for GA-related costs.
5. Employee Support & Events (often in collaboration with HR):
- Organize and coordinate company events, celebrations, and team-building activities.
- Handle administrative support related to employee welfare programs (e.g., uniforms, meal vouchers).
- Serve as a point of contact for employee requests regarding facilities and general services.
III. Qualifications and Skills (Typical Requirements)
- Education:
Bachelor's degree in Business Administration, Management, or a related field (often preferred). - Experience:
Previous experience in a General Affairs, Administrative, or Operational role. - Skills:
- Strong organizational and time management skills.
- Excellent written and verbal communication and interpersonal skills.
- Ability to negotiate and manage vendors/contracts.
- Problem-solving and decision-making abilities.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint).
- Attention to detail and a proactive attitude.