About the role
The Office Administrator is responsible for managing and overseeing all administrative functions to ensure smooth, efficient, and compliant day-to-day office operations. This role supports management, coordinates with internal departments, and manages facilities, vendors, documentation, and office discipline.
Key responsibilities
- Office Operations
- Manage day-to-day office operations and workflow
- Ensure office opening, closing, and smooth functioning
- Coordinate workspace allocation and seating arrangements
- Facility & Infrastructure Management
- Oversee office premises, furniture, and equipment
- Coordinate maintenance, repairs, and servicing
- Manage utilities including electricity, internet and UPS
- Ensure cleanliness, hygiene, and safety standards
- Office Supplies & Inventory
- Manage office stationery and supplies inventory
- Raise purchase requests and coordinate approvals
- Track inventory usage and maintain records
- Ensure timely availability of office materials
- Vendor & Service Provider Management
- Manage vendors for cleaning, security, internet, food, and maintenance
- Coordinate service schedules and quality checks
- Verify vendor invoices and forward for payment
- Maintain vendor contracts and records
- Documentation & Record Keeping
- Maintain physical and digital administrative records
- Ensure confidentiality and accuracy of documents
- Manage filing systems and archiving
- Support audits and compliance requirements
- HR & Admin Coordination
- Support onboarding and offboarding logistics
- Arrange ID cards, access, and workstation setup
- Coordinate training room and office arrangements
- Maintain admin-related HR records
- Finance & Billing Coordination
- Collect, review, and submit vendor and utility bills
- Track administrative expenses and petty cash
- Maintain admin expense summaries
- Assist finance with budget planning
- Health, Safety & Compliance
- Ensure workplace health and safety standards
- Maintain first-aid kits and emergency preparedness
- Ensure compliance with company policies
- IT & Asset Coordination
- Coordinate with IT for system and asset allocation
- Track company assets and equipment issuance
- Manage asset returns during employee exits
- Report technical or hardware issues
- Meetings, Events & Logistics
- Arrange internal meetings and conferences
- Coordinate company events and office activities
- Manage travel and accommodation arrangements
- Ensure meeting logistics and refreshments
- Reporting & Management Support
- Prepare monthly admin reports
- Report operational issues and improvement areas
- Support management with administrative data
- Recommend cost-saving and efficiency initiatives
Candidate requirements
- 5+ years of experience in office administration, facilities management, or a related administrative role
- Strong organizational and time management skills with the ability to manage multiple tasks and priorities
- Good communication and coordination skills for working with management, employees, vendors, and service providers
- Proficiency in Microsoft Office and Google Workspace
- Experience maintaining administrative records, documentation, inventory, and expense records
- Ability to coordinate office maintenance, utilities, supplies, vendors, and workplace facilities
- Strong attention to detail and accuracy in documentation, billing, and record keeping
- Ability to handle confidential company and employee information professionally
- Basic understanding of workplace health, safety, and compliance requirements
- Ability to coordinate onboarding, offboarding, meetings, events, and office logistics
- Problem-solving mindset with the ability to identify operational issues and coordinate timely solutions
- Ability to work independently while supporting management and coordinating with internal departments
