Office Administrative Officer

• Document Management: Maintaining physical and electronic filing systems, managing archival records, and ensuring document confidentiality and compliance.

• Correspondence: Drafting routine emails, memos, corporate announcements, and internal communications on behalf of management or the administration department.

• Meeting Preparation: Scheduling internal and external meetings, booking conference rooms, setting up necessary technology/catering, taking meeting minutes, and tracking action items.

Operations & Workflow Coordination

• Vendor & Service Contract Management: Coordinating with third-party vendors (cleaning services, IT support, security, pest control) and monitoring service quality against agreement terms.

• Standard Operating Procedures (SOPs): Implementing and updating administrative SOPs to improve workplace efficiency and workflow consistency.

• Onboarding & Visitor Management: Greeting visitors, clients, and interview candidates professionally, and coordinating space and equipment setup for newly hired employees.

Basic Financial & HR Administrative Support

• Petty Cash & Expense Reports: Managing petty cash funds, verifying expense claims, scanning receipts, and forwarding invoices to the Finance department.

• Billing & Vendor Invoicing: Processing administrative bills (utilities, office rent, vendor invoices) and matching purchase orders with receipts.

• Travel & Accommodation: Booking flights, hotel accommodations, visa applications, and transport arrangements for staff business trips.

• Attendance & Leave Records: Assisting HR with tracking employee leave, medical certificates (MCs), attendance logs, or access card provisioning.