Admin Assistant / Office Coordinator / Admin Officer

Role Description

Office and Facility Operations

• Monitor workspace cleanliness, office supplies, equipment maintenance schedules, and facility service requirements.
• Coordinate with building management and vendors for cleaning, security, utility repairs, and equipment servicing.
• Manage reception, visitors, telephone calls, physical mail, and courier deliveries.

Executive and Meeting Support

• Manage meeting room bookings, travel itineraries, flight, hotel, and transport arrangements.
• Prepare meeting agendas and coordinate audiovisual facilities for meetings and events.

Records and Business Support

• Maintain physical and digital archives with appropriate document control, data integrity, and information security.
• Draft correspondence, compile meeting minutes, format presentations, update contact directories, and prepare reports.

Procurement and Expenses

• Request vendor quotations, issue purchase orders, verify delivery notes, track administrative expenses, and process petty cash claims.
• Support inventory monitoring and purchasing routines in alignment with internal audit standards.

People and Event Support

• Support employee onboarding by preparing workstations, assigning access cards, and issuing starter office supplies.
• Coordinate catering, venue setups, vendor contracts, and schedules for internal events and training workshops.

Education and Experience

• Bachelor's degree or diploma in business administration, office management, corporate communications, secretarial studies, or a related field.
• 1–2 years of practical experience supporting office operations, reception, facilities, equipment servicing, and corporate archives.

Technical Qualifications

• Experience with office suppliers, comparative quotations, purchase requisitions, delivery orders, petty cash, and inventory.
• Experience managing calendars, executive travel, meeting facilities, document archives, version control, and records retention.
• Proficiency with Microsoft 365, Google Workspace, Zoom, Teams, Slack, Microsoft Excel, and Google Sheets.
• Knowledge of data privacy standards such as PDPA or GDPR is required when handling sensitive information.

Professional Attributes

• Clear professional communication, strong organization, problem-solving ability, attention to detail, discretion, emotional intelligence, and a proactive service orientation.
• Professional administrative certifications are advantageous, and familiarity with basic ERP systems is highly desirable.