Job Description

Job Title Office Manager (Administration & Office Support)

Occupation OFFICE MANAGER

Job Summary

Oversee daily office operations and supervise the administrative and customer service team. The Office Manager will coordinate with customers, technicians, vendors, and management to ensure service appointments, documentation, quotations, invoicing, and general administrative matters are handled accurately and efficiently.

Responsibilities

Lead daily office operations to ensure administrative and customer service tasks are completed efficiently and accurately
Supervise and support administrative and customer service staff by assigning tasks and monitoring performance to meet operational goals
Coordinate technicians schedules, service appointments, installation works, and respond to customer enquiries to maintain smooth service delivery
Prepare and process service reports, quotations, invoices, purchase orders, and other operational documents with accuracy
Monitor outstanding quotations, payments, service reports, and follow up to ensure timely completion of tasks
Maintain and update company records, databases, filing systems, employee documents, and administrative records to ensure data integrity
Manage customer feedback and service-related issues professionally, escalating complex matters to management as needed
Liaise effectively with customers, technicians, suppliers, vendors, and internal departments to support seamless daily operations
Assist management with HR and administrative tasks including attendance tracking, leave applications, onboarding documentation, and staff coordination
Support procurement activities, monitor inventory, and manage office and operational supplies to ensure resource availability
Review and recommend improvements to administrative procedures to enhance operational efficiency and service quality
Prepare operational and management reports as required to inform decision-making
Ensure employee compliance with company procedures, documentation standards, and workplace policies
Perform additional duties assigned by management to support business needs

Preferred competencies and qualifications

Diploma or equivalent qualification in Business Administration, Management, or related discipline
min 5 years of relevant experience in office administration, service operations, or supervisory roles
Experience supervising administrative or customer service teams
Strong leadership, organisational, communication, and problem-solving skills demonstrated in managing office functions
Ability to manage multiple tasks, prioritise urgent matters, and work independently in a fast-paced environment
Proficiency in Microsoft Office applications including Word, Excel, Outlook, and PowerPoint for document preparation and communication
Knowledge or experience in air-conditioning, building services, maintenance, or related service industries is advantageous
Customer-oriented with responsibility and attention to detail, able to handle complaints professionally
Proficiency in English required for effective communication in the workplace
Ability to communicate in Mandarin advantageous for liaising with Mandarin-speaking customers, technicians, and vendors