Job Summary
The Administrative Officer is responsible for providing administrative and clerical support to ensure the efficient operation of the office. The role involves managing office documentation, coordinating internal processes, supporting management, and maintaining organized records, support projects like license renewals and tenders. This role will also include supporting Finance & Accounting team on basic accounting tasks.
Key Responsibilities
Administrative Support
- Provide general administrative support to management and staff.
- Prepare, draft, and manage documents, reports, and correspondence.
- Maintain and update filing systems (physical and electronic)
Office Operations
- Ensure smooth daily office operations and administrative processes.
- Manage office and pantry supplies inventory and place orders when necessary
- Coordinate office maintenance and equipment servicing which includes air con servicing, first aid kids, fire extinguisher etc.
Documentation & Records
- Maintain proper records of company documents, contracts, and files.
- Ensure all documents are properly filed in hardcopy and saved in the company's SharePoint using appropriate naming conventions to allow easy retrieval.
- Assist in preparing reports and data for management review.
Coordination & Communication
- Schedule meetings, appointments, and company events for the management team.
- Assist in coordinating staff activities and administrative logistics.
Compliance & Procedures
- Ensure compliance with company administrative procedures and policies.
- Assist in maintaining company licenses, permits, and documentation when required.
Other Duties
- Handle basic finance and accounting tasks such as issuing invoices, following up on outstanding payments, and performing bank reconciliations.
- Act as a back up for corporate functions teams (Finance, HR, IT) during annual leave
- Perform other administrative duties as assigned by management.
Requirements
- Minimum Diploma in Business Administration, Management, or a related field.
- Minimum 1-3 years of administrative experience in construction field with some basic finance knowledge as an added advantage
- Proficient in Microsoft Office (Word, Excel, PowerPoint).
- Strong organizational and time management skills.
- Good written and verbal communication skills.
