The Office Administrator is responsible for overseeing day-to-day administrative operations and reception functions to ensure a smooth, efficient, and professional office environment. This role provides comprehensive support to multiple supervisors, manages corporate travel and documentation, and upholds high standards of office organization and service delivery.
Responsibilities:
Reception & Front Office Management
- Manage reception duties, including answering, scanning and directing telephone calls, handling general enquiries, and greeting visitors in a professional manner.
- Maintain a courteous and efficient front-office environment at all times.
Administrative Support
- Provide administrative support to multiple supervisors, including document preparation, filing, spreadsheet creation, and database maintenance.
- Maintain and update office personnel contact lists and internal records.
- Support the upkeep and integrity of ISO-related documentation.
- Preparing yearly timesheet template for regional office.
- Record meeting minutes during weekly HR/Administrative meetings.
- Provide general administrative assistance to colleagues where required.
- Collect updated and checked resumes from colleagues quarterly and upload them to SharePoint to support business development submissions.
- Carry out any other reasonable duties as assigned
Document Control
- Manage the flow of incoming and outgoing documents, ensuring accuracy, proper filing, and version control.
- Maintain both physical and digital document control systems.
- Ensure documents are stored, archived, and retrieved per company standards.
- Monitor compliance with documentation standards (e.g., naming conventions, formatting).
- Distribute documents to relevant stakeholders and ensure timely approvals.
- Prepare documentation status reports as required.
Travel & Visa Coordination
- Arrange business travel itineraries, including travel insurance, flight bookings, and hotel accommodation.
- Coordinate with hotel partners to establish or renew corporate agreements for preferential room rates.
- Manage all business travel visa applications (online and offline), ensuring timely submission and compliance with requirements.
- Maintain accurate records of employees passports and ensure they remain valid for travel purposes.
- Update and track colleagues passport information in the system.
Office Operations & Facilities Management
- Monitor and manage office supplies, place purchase orders, and coordinate deliveries.
- Oversee pantry stock replenishment and ensure proper maintenance of office equipment and supplies.
- Ensure the cleanliness and upkeep of the office environment, including coordinating semi-annual cleaning of air-conditioning vents and office chairs.
- Liaise with plant maintenance vendors regarding the upkeep or replacement of indoor plants.
- Perform routine office housekeeping tasks, including quarterly water filter replacements for dispensers.
- Assist in planning seasonal office decorations.
Procurement & Logistics
- Prepare Field Material Requisitions and Purchase
- Orders, including comparing supplier quotations to secure competitive pricing.
- Prepare Delivery Orders as needed.
- Coordinate local and international courier arrangements for documents and parcels.
- Conduct office-related errands when necessary.
Requirements:
- Certificate & Diploma in Business Administration, Office Management, or a related field.
- Minimum 8 years of experience in office administration, reception, or executive support roles.
- Experience in coordinating travel arrangements and handling visa applications is an advantage.
- Prior experience in a multinational or fast-paced environment is preferred.
- Strong proficiency in MS Office applications (Word, Excel, PowerPoint, Outlook).
- Excellent communication skills, both written and verbal.
- Strong organizational and time-management abilities with attention to detail.
- Ability to multitask, prioritize work, and meet deadlines efficiently.
- Good interpersonal skills with a professional and customer-oriented mindset.
- Ability to maintain confidentiality and handle sensitive information appropriately.
- Familiarity with filing systems, office equipment, and basic procurement processes.
- Professional, well-presented, and courteous at all times.
- Reliable, responsible, and able to work independently with minimal supervision.
- Proactive, resourceful, and adaptable to changing needs.
- Carry out any other ad hoc tasks assigned by management
