LUXSHANYA JAYARATHNAM

Office Management: · Oversee front-of-house functions (calls, emails, greeting visitors, meeting room setup, IT coordination). · Manage office operations, including access control, desk bookings, cleanliness, and supplies. · Negotiate and manage contracts with suppliers (cleaners, telecom, maintenance). · Coordinate IT logistics, asset tracking, and facilities-related matters with landlords. · Ensure Disaster Recovery/Emergency procedures, First Aid Officer duties (training provided), and compliance with Health & Safety regulations. · Organize office maintenance, cleaning, mail sorting, courier services, and replenishing kitchen refreshments. · Coordinate logistics for company events and oversee office relocations. EA Support (MD & 3 Directors): · Handle MD’s expenses in the Concur system and manage receipts/invoices for audit. · Organize travel arrangements (tickets, accommodation, client bookings, briefings). · Coordinate offsite team meetings abroad (travel, accommodation, expenses). · Manage diaries for MD and Directors, coordinating meetings, appointments, reminders, and catering. HR: · Assist with monthly payroll processing and recruitment support. · Facilitate onboarding/offboarding, desk assignments, and office inductions. · Manage leavers’ equipment returns and access card deactivation. · Support HR projects and initiatives as needed. Marketing: · Support the Marketing Manager in delivering internal and client events. · Create and schedule internal/external communications and invitations. · Monitor marketing analytics and assist with ad hoc projects.

The job duties of this temporary position are digitalisation of hard copy documents, scanning, sorting them to respective accounts, filing, data entry, archiving, sending them to off-site storage and supporting with office moving.

· Provided comprehensive diary and calendar management for the Founder & Managing Director, scheduling meetings, coordinating appointments, and ensuring optimal use of time. · Managed complex travel arrangements including visa applications, detailed itineraries, accommodation bookings, arranging meeting with stakeholders and expense reporting. · Oversaw daily operations of the office, including facilities management, procurement of supplies, vendor coordination, and stock control across office and warehouse. · Acted as the primary liaison between the Managing Director and all internal departments (sales, logistics, purchasing), ensuring smooth communication and timely execution of priorities. · Drafted, edited, and reviewed confidential correspondence, reports, and internal communications for Board of directors meeting while maintaining the highest level of discretion. · Coordinated meetings, logistics, prepared agendas, and recorded accurate minutes for executive-level discussions and strategic planning sessions. · Played a leading role in tender submissions, including market research, pricing analysis, proposal preparation, and compliance checks, resulting in a high bid success rate. · Led cross-functional process improvements, developing and implementing SOPs to streamline operations between departments. · Administered financial tasks such as VAT submissions, payroll processing using Sage 50 Accounts and Sage Payroll, invoice management, and audit support. · Supported recruitment efforts including onboarding, induction training, and coordination with IT for technical setup and support. · Performed ad hoc secretarial and administrative tasks with tact, diplomacy, and attention to detail

· Processing Import and Exports custom clearance on vixsoft system and raising airway bills for air freights. · Processing everyday enquiries to suppliers to secure prices and preparing quotation for client tenders and bids. · Processing sales orders to clients and purchase orders to suppliers · Handle shipments for both import and export. · Preparing shipment documentation for the warehouse · Maintain stock records or inventorying quarterly. · Managed customer accounts and customer relationships.