Office Administrator

Job Description

Job Overview

We're seeking a highly organized and proactive Office Admin Assistant to manage and streamline daily office operations. This role ensures safe, efficient, and pleasant working conditions by overseeing administrative processes, employee support, facility management, and vendor coordination.

Key Responsibilities

1. Facility Staff Management

- Supervise and coordinate tasks for housekeeping staff, ensuring duties like cleaning, tea/refreshments, pantry maintenance, and handling office errands are completed efficiently.
- Allocate responsibilities, conduct quality checks, and address performance or morale issues.

2. Office Supplies & Procurement

- Manage inventory of stationery, pantry, and other supplies.
- Research vendors, procure supplies cost-effectively, and maintain inventory levels to avoid stock outs.

3. Asset Allocation & Maintenance

- Assign office assets (e.g., laptops, joining kits) to employees and maintain an accurate asset register.
- Coordinate repairs, maintenance, and inventory audits.

4. Vendor Management

- Identify, onboard, and manage vendor relationships for services like cleaning, catering, maintenance, and office supplies.
- Negotiate contracts, review service agreements, and ensure timely delivery.

5. Office Cleanliness & Utilization

- Ensure all office spacesincluding reception, meeting rooms, restrooms, and pantryare clean and well-maintained.
- Suggest improvements in layout or facilities for optimal space utilization.

6. Attendance & Onboarding

- Oversee biometric attendance system.
- Onboard new employees: arrange IT access, seating, and induction.
- Offboard employees as needed.

7. Payments & Budget Tracking

- Process and track vendor invoices, petty cash, and office-related expenses.
- Collaborate with Finance to ensure timely payments and reconcile expenses.

8. Employee Administrative Support

- Act as the point of contact for employee admin requests (e.g., seating, asset needs, facility issues).
- Provide assistance promptly and escalate when necessary.

9. Meetings, Events & Travel

- Schedule meetings; prepare rooms, equipment, and refreshments.
- Organize office events and assist with logistics for off-site meetings.
- Handle travel and lodging arrangements for staff as needed.

10. Documentation & Reporting

- Maintain records: purchase logs, asset registers, vendor agreements, attendance, and expense sheets.
- Generate periodic reports on inventory, budgets, attendance, and administrative metrics.

11. Continuous Improvement & Compliance

- Identify process gaps and recommend improvements.
- Ensure compliance with health, safety, and internal policies.

Qualifications & Skills

- Education: Bachelor's degree (Business Administration or similar preferred)
- Experience: 23 years in office/admin support roles
- Technical Skills: Proficient in MS Office Suite (Word, Excel, Outlook); familiarity with attendance systems, asset tracking tools, or HRMS software is a plus

- Core Abilities:
- Strong organizational and multitasking skills
- Excellent verbal and written communication
- Vendor negotiation and procurement savvy
- High attention to detail and problem-solving mindset
- Ability to maintain confidentiality and act with discretion

Key Performance Indicators (KPIs)

- Timeliness of restocking supplies and asset provisioning
- Accuracy of asset and attendance records
- Employee satisfaction with admin services
- Budget adherence and control of administrative expenses
- Efficiency in onboarding and resolving admin-related issue

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