Administrative Services Associate at CloudFactory

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.

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.

• 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

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