Office Administrator

Role Overview

The Office Administrator will oversee day-to-day office operations, including building and infrastructure upkeep, expense tracking, vendor coordination, asset management, and support for internal events, meetings, and conferences. This position also involves bookkeeping support, supervising housekeeping resources, maintaining stock records, and ensuring office supplies are replenished on time.

Experience

Applicants should have 2 to 3 years of relevant experience.

Internal Office Administration

• Keep the office facility running smoothly by arranging maintenance, repair work, and renovation activities when needed.
• Track upkeep schedules, service timelines, and contract commitments to support timely maintenance.
• Handle office cash outflows and maintain precise records for expenses, receipts, bills, and invoices.
• Send bills and invoices to the audit team promptly so financial checks and reporting can be completed accurately.
• Coordinate with vendors, including discussions around pricing, contract terms, and service agreements.
• Identify, assess, and onboard new vendors when needed, with attention to value, service quality, and cost efficiency.
• Support teams with event planning, meeting coordination, conference arrangements, and travel logistics such as venue, stay, and transport bookings.
• Manage event logistics, prepare required materials, and provide on-ground support during meetings and events.
• Oversee pantry and office consumables to make sure supplies remain stocked and available.
• Watch inventory levels, raise purchase requests, and maintain supplier relationships for recurring needs.
• Coordinate outsourced tasks and follow up to ensure delivery on time, within budget, and to the expected quality.

Office and IT Asset Management

• Maintain office and IT assets so they remain available and effective for business operations.
• Keep accurate asset records, monitor usage, and arrange repairs or replacements where necessary.
• Create and maintain a clear process for issuing assets to employees.
• Carry out periodic checks to confirm assets are properly managed and not lost or misused.

Required Skills

• Prior exposure to office infrastructure administration.
• Working knowledge of Microsoft 365 tools, especially Excel, Word, and PowerPoint.
• Strong written English and email communication skills.
• High attention to detail with solid organizational ability.
• Good interpersonal skills and the ability to build positive working relationships.
• Ability to troubleshoot issues and solve problems effectively.
• Comfort with negotiating vendor terms and service contracts.
• Familiarity with office equipment, technology, and IT assets.
• Sound analytical thinking and decision-making capability.
• Strong documentation practices.
• Awareness of risk management practices.