Administrative Services Associate at CloudFactory

Role Summary

• As an Administrative Services Associate, you will provide day-to-day administrative support across travel coordination, contract administration, operations service desk requests, and employee engagement activities. You will help keep operational data, documentation, and internal communications organized and up to date, working closely with colleagues across the business to keep things running smoothly. This is a great opportunity to build broad operational experience within a mission-driven, fast-scaling organization.

Responsibilities:

Business Travel Coordination

• Book travel arrangements, including flights, hotels, and logistics, for employees.
• Ensure travel plans align with company policies and budgets, providing itineraries and necessary documentation to employees.
• Assist with visa applications and travel insurance, and coordinate with travel agencies and vendors.
• Maintain accurate records of travel reports and costs associated with business travel.

Contract And Asset Administration

• Coordinate the issuance of contracts between the company and team members, ensuring contracts are issued accurately and on time.
• Coordinate with the Cloud Team, Core Team, and Resource Team on contract terms and performance.
• Maintain contract documentation and records, and track key contract management metrics.

Operations Service Desk Support

• Ensure service desk processes align with Operations best practices, analyzing service desk metrics to identify areas for improvement.
• Collaborate with stakeholders to resolve issues, communicating with end-users on updates and resolution timelines.
• Maintain documentation of troubleshooting steps and resolutions.

Operations Data And Reporting Support

• Support the collection and analysis of data for Operations department metrics.
• Help maintain databases for storing operational data and support the creation of dashboards and visualizations.
• Collaborate with other departments to gather relevant data.

Employee Engagement Coordination

• Support the execution of employee engagement programs and initiatives, and help plan and organize employee events and activities.
• Collect feedback from employees on engagement initiatives and help track associated costs.
• Support the audio-visual arrangements for employee engagement activities.

Internal Communications Support

• Assist in developing and implementing internal communication plans, drafting emails, announcements, and newsletters.
• Coordinate the distribution of internal communications through appropriate channels, ensuring alignment with company messaging.

Knowledge Management Support

• Support the development and maintenance of knowledge management systems, organizing and categorizing knowledge assets.
• Update and review knowledge articles for accuracy and relevance, supporting users in accessing the knowledge management system.

Risk Management Support

• Support the identification of potential risks in operations processes and the implementation of risk management policies and procedures.
• Participate in risk assessment activities and report findings to supervisors.

Requirements

Must-have skills (required)

• Customer service support: acts as a routine contact point, responding to a broad range of service requests and providing first-line investigation and diagnosis.
• Contract administration: comfortable acting as a routine contact point for contract-related matters, supporting the collection of contract performance data and creating standard reports.
• Risk awareness: able to undertake basic risk management activities and maintain documentation of risks and mitigation actions.
• Communication skills: communicates effectively with colleagues and stakeholders, listens actively, and collaborates to achieve team goals.
• Planning and organization: able to plan and monitor own work competently within limited deadlines, with a systematic approach to work.
• Knowledge management: able to maintain knowledge management systems and content, supporting others in capturing and using knowledge effectively.
• Decision-making: uses discretion in identifying and responding to complex issues related to own assignments, knowing when to escalate.
• Proficient with G-Suite and standard office productivity tools.

Academic And Professional Requirements

• Bachelor's degree or diploma in Business Administration or a related field, or equivalent practical experience.
• 2–4 years of experience in an administrative, operations, or office support role.

Nice-to-have skills (preferred)

• Experience coordinating travel arrangements or vendor relationships.
• Experience supporting employee engagement or internal communications initiatives.
• Familiarity with contract or asset management processes.

Benefits

• Great Mission and Culture
• Meaningful Work
• Market competitive salary
• Quarterly variable compensation
• Comprehensive medical cover 
• Group life insurance
• Personal development and growth opportunities
• Office snacks and lunch
• Periodic team building and social events