1AD0406 Administrative Officer

The Administrative Officer is responsiblefor managing and coordinating all site operations travel arrangements andmedical-related administrative tasks for SEITech Solutions. The role actsas a central point of coordination between employees vendors HRFinance and external service providers to ensure smooth compliant and timelyexecution of all administrative services that support employee wellbeing andoperational continuity.

Roles and responsibilities:

1. Site Administration

• Manage day-to-day site-related administrative operations.
• Coordinate office logistics facilities services and external vendors.
• Ensure proper documentation records and follow-ups related to site operations.
• Act as the main administrative point of contact for site-related requests.

2. Travel Management

• Handle end-to-end employee travel arrangements including:
• • Flight bookings
  • Hotel reservations
  • Transportation coordination
  • Travel documentation support
• Coordinate with Finance and management for travel approvals and budgets.
• Maintain accurate records of travel requests bookings and expenses.

3. Medical Administration

• Coordinate medical-related administrative tasks for employees including:
• • Medical insurance coordination
  • Medical approvals and documentation
  • Liaison with medical service providers and insurance companies
• Maintain confidentiality and accuracy of medical records and correspondence.
• Support employees with medical-related administrative inquiries.

4. Cross-Functional Coordination

• Provide light administrative support to HR and Finance as needed including:
• • Document handling
  • Attendance-related coordination
  • Vendor and invoice follow-up
• Ensure smooth communication and alignment with all supporting functions.

5. Records & Documentation

• Maintain organized and up-to-date administrative records.
• Ensure accurate filing and quick retrieval of important documents.
• Prepare reports or summaries related to site travel and medical activities when required.

6. Executive & Leadership Support

• Provideadministrative and logistical support to the executive and leadership team asrequired.
• Coordinateexecutive calendars meetings and internal/external appointments whenassigned.
• Supportpreparation of meeting logistics and follow-ups.
• Assistwith executive travel coordination in alignment with company policies andapprovals.
• Act as areliable point of coordination between executives and internal stakeholders foradministrative matters.

7. Customer & Visitor Coordination

• Coordinate administrative and logistical arrangements for customer and partner visits.
• Manage visit agendas meeting room bookings access arrangements and on-site coordination.
• Liaise with internal teams (HR Admin Technical teams Management) to ensure smooth customer visit execution.
• Coordinate travel accommodation and transportation for visiting customers when required.
• Ensure a professional organized and welcoming experience for all external visitors.

Qualifications and Education Requirements:

• Bachelors degree in business administration or a related field.
• Minimum 3 years of relevant experience in an office or administrative role.
• Proven experience handling site operations travel coordination and administrative tasks.
• Proficient in Microsoft Office Outlook and Microsoft Teams.
• Strong organizational skills with attention to detail.
• Ability to manage multiple tasks and prioritize effectively with minimal supervision.
• Excellent interpersonal and communication skills.
• Fluent in English (reading writing and speaking).
• German or French is a plus.
• High level of professionalism discretion and confidentiality.

Core Competencies

• Administrative Coordination
• Vendor & Stakeholder Management
• Time & Priority Management
• Communication & Interpersonal Skills
• Problem Solving & Initiative
• Confidentiality & Accuracy