Office Administrator
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Job summary
The Office Administrator & Operations Coordinator is responsible for ensuring the smooth day-to-day running of the office, providing high-level administrative and executive support and maintaining structured and efficient office systems.
Job descriptions & requirements
Reports to: Managing Director
Job Purpose
The Office Administrator & Operations Coordinator is responsible for ensuring the smooth day-to-day running of the office, providing high-level administrative and executive support and maintaining structured and efficient office systems. The role requires a highly organized, proactive, and trustworthy individual capable of working independently and handling confidential matters.
1. Front Office & Client Interface
- Welcome visitors professionally and direct them to the appropriate office or personnel
- Act as the first point of contact for the company via phone, email, and in-person visits
- Answer and direct phone calls promptly and professionally
- Manage incoming and outgoing emails and general correspondence
- Prepare routine office correspondence, letters, memos, and emails
- Photocopy, scan, print, and collate documents for colleagues as required
- Coordinate the delivery and receipt of documents and parcels to and from clients, company sites, consultants, and other stakeholders
2. Office Administration, Executive Support & Operations
- Liaise with internal and external stakeholders on behalf of the Managing Director (MD) and senior management
- Coordinate and manage calendars, appointments, meetings, and travel logistics for the MD and other team members
- Organize and support staff meetings, management meetings, and board meetings, including preparation of agendas and meeting packs
- Take accurate, clear, and professional minutes of meetings and circulate them in a timely manner
- Design, implement, and manage a structured physical and digital filing system
- Ensure all documents are properly classified, indexed, updated, and easily retrievable, not merely stored
- Maintain confidentiality and handle sensitive information with discretion at all times
- Generate reports, summaries, schedules, and perform data entry as required
- Develop, improve, and document office administrative procedures and systems to enhance efficiency
- Manage price inquiries, procurement, ordering, receiving, and record-keeping of office goods and services
- Maintain and manage office supplies inventory and ensure timely replenishment
- Liaise with the external IT service provider to ensure IT issues are addressed efficiently and systems remain operational
- Oversee office facilities, equipment maintenance, and repairs
- Supervise daily office cleanliness and general upkeep
- Oversee and supervise the messenger/cleaner and driver, including task allocation and performance monitoring
- Assist other staff with administrative and operational tasks when required
- Manage follow-ups on documentation issued from the MD’s office and track action items
- Perform any other administrative or operational duties as assigned from time to time
Key Skills & Competencies
- Strong organizational and multitasking skills
- High attention to detail and accuracy
- Excellent written and verbal communication skills
- Ability to design and maintain structured filing and administrative systems
- Strong time management and follow-up discipline
- Professional discretion and integrity
- Proficiency in Microsoft Office / Google Workspace
- Ability to work independently with minimal supervision
Important safety tips
- Do not make any payment without confirming with the BrighterMonday Customer Support Team.
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