OFFICE ADMINISTRATOR

Primary Responsibilities

Office Management

•        Maintain the reception area, ensuring it is clean, organized, presentable, and equipped with relevant information and materials at all times.

•        Manage incoming and outgoing mail, emails, courier deliveries, and office communication flows.

•        Act as a liaison between internal staff, clients, external service providers, and stakeholders to facilitate smooth and professional communication.

Administrative Support

•        Draft, format, and proofread correspondence, reports, memoranda, and other office documents to a high standard.

•        Perform data entry, prepare spreadsheets, and maintain accurate records of office activities as required.

•        Manage schedules and calendars for management and team members, including timely reminders and follow-ups.

•        Provide general administrative support as assigned by management.

Client & Visitor Interaction

•        Greet and welcome clients and visitors in a professional and courteous manner.

•        Serve as the first point of contact for all visitors and callers; answer, screen, and forward phone calls promptly.

•        Respond to enquiries professionally; redirect or escalate complex issues to the appropriate person.

Record Keeping

•        Maintain both physical and electronic filing systems, including document storage, retrieval, archiving, and re-file management.

•        Ensure that all incoming documents are scanned and stored in soft copy promptly upon receipt.

•        Keep accurate visitor logs, issue visitor passes where applicable, and ensure compliance with security protocols.

Event and Meeting Coordination

•        Schedule and coordinate meetings, conferences, and appointments, including booking meeting rooms.

•        Prepare meeting agendas, take minutes, and distribute them to the relevant attendees in a timely manner.

Petty Cash Management

•        Administer and maintain the office petty cash fund, ensuring all disbursements are properly authorized and supported by relevant documentation.

•        Process petty cash requisitions in a timely manner, verifying that all requests are duly approved and within approved expenditure limits.

•        Prepare and submit accurate monthly petty cash reconciliation reports to the Finance Department.

•        Maintain a systematic and up-to-date petty cash register, ensuring records are complete and available for review or audit at all times.

Supervisory Responsibilities

•        Provide day-to-day supervision, guidance, and coordination of the support staff team.

•        Monitor performance and ensure all support staff fulfil their duties in accordance with organizational standards and expectations.

Secondary Responsibilities

•        Assist with data entry tasks, including updating contact information, project details, and other records as required.

•        Any other administrative, logistical, or operational tasks as assigned by management.

Requirements & Competencies

•        Bachelor’s degree in Business Administration, Public Relations, or a related field.

•        Minimum 3 years of verified experience in an office administration role.

•        Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and standard office management tools.

•        Strong written and verbal communication skills, with the ability to engage professionally with diverse stakeholders.

•        High level of accuracy and attention to detail in managing documents, records, and correspondence.

•        Strong organizational and multi-tasking skills, with the ability to manage competing priorities without compromising delivery.

•        Demonstrated ability to handle sensitive and confidential information with absolute discretion.

•        Professional and courteous manner in interacting with clients, visitors, and staff at all levels.

•        Calm under pressure, solutions-focused, and adaptable to a dynamic and fast-paced work environment.

•        Strong interpersonal skills to work effectively with diverse teams, clients, and external stakeholders.