Administrative Assistant

ABOUT US

Founded in 2007, TLScontact works with governments from around the world to provide visa and consular services on their behalf to travellers and citizens. Present in 90 countries, TLScontact operates 150 visa application centres and handles over 4 million visa applications every year. TLScontact is part of the Teleperformance Group, the global leader in customer experience management.

ABOUT THE ROLE:

The Administrative Assistant is a pivotal role that supports the smooth functioning of day-to-day office operations and administration. The role encompasses a wide range of responsibilities, including office management, procurement coordination, legal and contract management, finance-related duties, health and safety compliance, and travel arrangements for employees. Working closely with the Operations team, regional and corporate stakeholders, and external vendors, the Administrative Assistant ensures efficient processes, accurate records, and compliance with company policies and regulatory requirements.

RESPONSIBILITIES:

Office management:

Maintain regular sensible inventory & ordering of consumables such as but not limited to: stationery, cleaning products, etc.
Courier management: Be the main POC in cooperation with central Courier team, and reconcile monthly volumes by location, client and destination and check them with courier invoices. Keeping tracking and record for all courier/postage for Zone, Country and OPS management
Print and scan all documents to be signed by management.
Arranging logistics and booking conference rooms for both internal and external events and meetings.
Assist Ops team in conducting and keeping record of fixed assets, including reception and tagging.
Participate in annual fixed assets physical inventory under VAC Manager supervision
Support regional and corporate Finance as well as local accountant for reconciliation and scrapping.
Procurement management:

Be the main POC for Procurement process in cooperation with local TLScontact entity & Corp Procurement, to ensure good communication and relationship with suppliers and vendors
Support Ops in collecting quotes for day-to-day operations as well as business bids or investment projects.
Maintain purchasing process TP Flow: PR raising, evidence attachment, PO issuing, GRN raising, Invoice loading, invoice matching, analytical data input, Payment liaison with finance.
Keep auditable records of: POs placed, Goods received evidence, Invoices received and matched & passed for payment (respecting payment deadlines)
Monitoring progress for approvals in TP Flow, to ensure timely validation, in line with payment due date.
Track invoices due for payment and once approved, submit them to Finance officer for payment.
Coordinate communication with Finance officer for invoice sharing with local accountant and TLS shared service centre (SSC).
Legal and contract management:
Maintain register of existing and new company contracts related to local TLS entity, ensure all signed contracts are transferred to legal for storage (ContractSafe).
Maintain company contracts related to operations: Contract validity, Anniversaries and renewals, Performance reviews, Approvals, Escalations.
Recording company documents related to office in internal record log and keeping track of company stamps.
Helping with contract records during annual external audits as well as internal audits.
Finance related duties:

Provide support to finance for bank relationship management, manual cheque requests and petty cash replenishments while ensuring proper approval process is adhered to.
Keeping track of all ops disbursements to Clients and refunds to applicants and completing daily sales (accounting) reports at local level, including evidence related to cash deposits to the bank.
Petty cash management: safeguard the petty cash box, maintain petty cash register with all transactions and receipts, participate in petty cash inventory with VAC Manager with signed reports.
Contribute to ICQ (Internal Control Questionnaires) where appropriate by tracking all mandatory inspection reports (first aid, extinguishers, drills, etc.) i.e Health & safety and buildings/construction licenses, and support CSR reporting.

Employees missions

Organize employee travel arrangements upon Management request: flight/bus tickets reservation, detailed itineraries, travel visas, hotel booking and local transportations – via approved travel agency or Egencia.
Rent-a-car arrangements for employees and other locations upon Management approval.
Yearly travel insurance for frequent travelers purchasing & record,
Mission Order preparation and Expense Claim control with receipts, including delivery to finance.
Health & Safety duties

Be the main PoC in cooperation with VAC Manager and TLS Health and Safety partner.
Ensure Health and Safety requirements are meet / in line with legislation needs. Escalate shortfalls in Health and Safety requirements.
Lead in Company audit and corrective actions related to VAC and Corp offices.
Scheduling and coordination of Health and Safety trainings for newcomers.
Annual control & check of First Aid certificates and First aid kit.
Ensure annual PAT testing completed with PAT Test partner
Fire Safety duties / ISO audits

To be a main PoC in cooperation with VAC Manager and TLS Fire Safety partner,
Ensure maintenance is completed in collaboration with an approved contractor. Not limited to: Fire detectors, Hydrants, extinguishers, Emergency lighting and other listed required.

Provide general administrative support, including assistance to the Human Resources team with administrative or organizational tasks.

Flexibility to travel is required for the role.

QUALIFICATIONS:

High school diploma or equivalent required.

Associate or bachelor’s degree in business administration, office management, or a related field is a plus.

Proven experience (minimum 2 years) in administrative, office management, or similar roles.

Experience with procurement processes, inventory management, or finance-related tasks is an advantage.

Security Clearance is Required

Applicants must be authorized to work in the U.S. Visa sponsorship is not provided.

PREFERED QUALIFICATIONS

Strong organizational and time-management skills with the ability to prioritize tasks.

Excellent verbal and written communication skills in English.

Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other office software.

Attention to detail and accuracy in maintaining records and processing transactions.

Strong problem-solving skills and the ability to work under pressure.

Experience with travel management, including booking and expense claims.

A collaborative mindset and proactive approach to improving operational processes.

WHY JOIN US?

Tls Contact is an Equal Opportunity Employer - By Choice. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or veteran status or any other legally protected status.

Compensation and Benefits:

We provide a competitive salary: 42840 $- 47840 $ [annual salary Range]

Additional Compensation for certain positions: 8,33 % [Annual Performance Bonus.]

This is a Non-Exempt position, and employees in this role are eligible for overtime pay in accordance with federal and state regulations.

Recruiters can share more detail during the hiring process. Each candidate’s compensation offer will be based on multiple factors including, but not limited to, geography, experience, skills, job duties, and business need, among other things.

HOW TO APPLY

To apply for this position, please submit your updated resume.

We will review applications on a rolling basis and contact shortlisted candidates for interviews.

Check out our Privacy Notice

https://static.tlscontact.com/media/global/privacy_notice_candidates_-_gdpr.pdf

Job Type: Full-time

Pay: $47,840.00 per year

Schedule:

• Day shift
• Monday to Friday

Ability to Relocate:

• Washington, DC 20036: Relocate before starting work (Required)

Work Location: In person

Salary : $47,840