Administrative Officer

Job Overview

The Administrative Officer plays a key role in guaranteeing the efficient and seamless daily administrative functions within the organization. This position offers vital administrative and coordination assistance to staff, management, and multiple departments while ensuring accurate record-keeping, office service coordination, facility support, and adherence to administrative policies and procedures.

Core Responsibilities

• Oversee daily office administrative tasks to maintain smooth operations.
• Manage all incoming and outgoing correspondence, emails, documents, and administrative requests.
• Organize and maintain systematic filing for records, documents, and communication.
• Draft letters, memos, reports, presentations, and other necessary administrative documents.
• Arrange internal meetings, appointments, events, and related administrative activities.
• Safeguard confidentiality of company and employee information.
• Track and manage office supplies, stationery, pantry needs, and consumables.
• Collaborate with building management, landlords, contractors, and service providers to meet office requirements.
• Ensure proper upkeep of office facilities, meeting rooms, common areas, and equipment.
• Submit and monitor maintenance and repair requests promptly.
• Supervise cleaning, security, pest control, waste management, and other facility services.
• Manage office access cards, parking logistics, visitor access, and related protocols.
• Keep updated records of office assets, furniture, equipment, and administrative items.
• Liaise with vendors and service providers to obtain quotations, manage services, renewals, and maintenance.
• Prepare comparative statements for quotations when needed.
• Follow up to ensure timely receipt of services and materials from vendors.
• Track service contracts and renewal dates systematically.
• Maintain a comprehensive database of approved administrative vendors.
• Coordinate with Finance and Procurement departments concerning purchase orders, invoices, and payments for administration-related expenses.
• Offer administrative assistance to employees for daily workplace needs such as access cards, parking, stationery, and business cards.
• Support onboarding by arranging workstations, access cards, office equipment, and other necessities for new hires.
• Manage employee movements including seating arrangements, transfers, and other office requirements.
• Assist HR in organizing employee engagement events, celebrations, and internal initiatives.
• Coordinate business travel arrangements including flights, hotels, transportation, and related logistics.
• Facilitate visa processing, hotel bookings, transportation, and accommodations for visiting employees and business guests.
• Maintain comprehensive records of all travel and related documentation.
• Organize airport transfers and local transportation for visitors and senior management when necessary.
• Maintain precise and current administrative records and databases.
• Ensure proper filing and documentation of contracts, licenses, maintenance logs, and vendor files.
• Monitor expiry and renewal dates for contracts, permits, subscriptions, and service agreements.
• Prepare routine administrative reports and summaries for management review.
• Coordinate with external governmental bodies, regulatory agencies, building management, and service providers as needed.
• Support HR/Admin teams with license, permit, and regulatory administrative documentation.
• Manage courier services, document submissions, and collections externally.
• Initiate purchase requests for administrative needs complying with company protocols.
• Monitor expenses related to administration and maintain purchases within approved budget limits.
• Seek cost-saving opportunities without compromising service standards.
• Keep records of administrative purchases and the usage of consumable materials.
• Assist with periodic review of vendors and service expenditure.
• Ensure all administrative processes align with company policies and compliance requirements.
• Support workplace health, safety, and security initiatives.
• Report hazardous conditions or facility and security issues to the appropriate departments.
• Provide administrative documentation support during internal and external audits.