We are seeking a highly organized, proactive, self-motivated individual to join us as our Office Administrator & Executive Assistant to support the CEO and senior management team. This role is central to keeping the office running smoothly - managing executive schedules, coordinating sales documentation (quotations and invoicing), handling HR administrative functions, and taking on ad-hoc responsibilities as the business requires. The ideal candidate is a strong multitasker with excellent communication skills, sound judgment, and the ability to maintain confidentiality at all times.
1. Executive & Management Support
- Manage and coordinate the CEO's and senior management's daily schedules, calendars, and appointments.
- Arrange meetings, prepare agendas, and take minutes where required.
- Coordinate domestic and international travel arrangements, including flights, accommodation, and itineraries.
- Screen calls, emails, and correspondence, prioritizing and routing as appropriate.
- Prepare presentations, reports, and briefing materials for the CEO/management.
- Act as the primary point of contact between the CEO/management and internal/external stakeholders.
2. Quotations & Invoicing Coordination
- Track and monitor outstanding quotations, following up with relevant teams for timely submission.
- Maintain a schedule/tracker of invoicing timelines to ensure invoices are issued and payments are collected on time.
- Liaise with sales, finance, and clients to resolve discrepancies in quotations or invoices.
- Maintain accurate records of quotation and invoice status, flagging overdue items to management.
- Generate periodic reports on quotation-to-invoice conversion and outstanding receivables.
3. HR Administrative Support
- Assist with onboarding and offboarding processes (documentation, equipment, access, orientation scheduling).
- Maintain and update employee records, leave records, and attendance tracking.
- Support recruitment administration (scheduling interviews, coordinating with candidates, maintaining applicant records).
- Assist in preparing HR letters, contracts, and other employment documentation.
- Support payroll administration by collating relevant data (e.g., attendance, claims) for the finance/HR team.
- Help coordinate employee engagement activities, training schedules, and internal communications.
4. General Office Administration
- Oversee day-to-day office operations, including supplies, vendor management, and facilities coordination.
- Maintain proper filing systems (physical and digital) for company records and documents.
- Handle procurement of office equipment and supplies as needed.
- Support event planning for company meetings, functions, and client engagements.
5. Other Duties as Required
- Undertake ad-hoc projects and tasks assigned by the CEO or management team.
- Provide backup support across departments during peak periods or staff absences.
- Continuously identify opportunities to improve administrative processes and efficiency.
