Administrative Affairs Chief

IVT MÜHENDİSLİK İNŞAAT VE TAAHHÜT ANONİM ŞİRKETİ

ViTO Group is one of the leading EPC and project development companies in the energy and oil & gas sectors in Turkey and neighboring countries. Since establishment in 2000, ViTO Group has successfully executed manifold projects worth nearly USD 5 billion. ViTO Group’s subsidiary IVT, is a prominent EPC contractor in Turkey that has worked for major projects in the power generation and Oil & Gas sectors. Recent projects include the completion of piping works of several process units and the turnkey delivery of storage tanks in STAR Refinery. ViTO Group was founded by a group of entrepreneurs and investors that successfully completed numerous projects for public and private sector companies since 1990. Today, ViTO Group employs more than 700 staff, of which 10% have a technical background. We are looking for a highly motivated "Administrative Affairs Chief" to strengthen our office in İstanbul.

Qualifications

• Bachelor's Degree from a reputable university in management or business administration faculties preferably,
• Minimum 8 years of experience for similar position,
• Proactive, result-oriented and strong problem solving skills,
• Good knowledge of Microsoft Office applications Word, Excel,
• Good command of written and spoken English,
• Excellent written and verbal communication and persuasive skills,
• Proficiency in word processing, database and presentation applications,
• Analytical/structured thinking, with an ability to develop multi-faceted plans/budgets,
• Knowledge of office administrator responsibilities, systems and procedures,
• Strong organizational and planning skills,
• Excellent time management skills and ability to multi-task and prioritize work.
• Having driver license

Job Definition

• Managing relationships with distributors, suppliers, service providers, and landlords,
• Organizing the moving and office development processes, acquisition of proposals from companies,
• Updating continuously the processes and procedures within the whole office,
• Procurement and price negotiations with office suppliers and service providers,
• Coordinating with all affiliated companies of the Group,
• Preparing progress reports periodically,
• Providing support to organize internal and external events, congress, exhibitions, conventions,  participation, meetings etc.
• Organizing the office layout and order stationery and equipment,
• Maintaining the office condition and arrange necessary repairs,
• Organizing office operations and procedures,
• Collaboratively working with IT on all office equipment,
• Ensuring that all items are invoiced and paid on time,
• Managing contract and price negotiations with office vendors, service providers and office lease,
• Managing office budget, ensure accurate and timely reporting,
• Providing general support to visitors,
•  Coordinating facility management vendors, including cleaning, catering and security services,
• Managing car fleet of the Group companies.