Role Overview
The Business Support & Office Administration Executive is responsible for ensuring the smooth day-to-day running of office operations, providing administrative support to senior management, and driving efficiency across business support functions. This role acts as a central coordination point across departments, vendors, and stakeholders.
Key Responsibilities
1. Office & Operations Management
- Oversee daily office operations to ensure efficiency and productivity
- Manage office facilities, maintenance, and workspace planning
- Ensure compliance with health, safety, and workplace regulations
- Coordinate office moves, renovations, and infrastructure setup
- Maintain office policies, procedures, and best practices
- Provide administrative and IT support to the Corporate Services Manager and assume responsibilities during absence
2. Administrative Leadership
- Develop workflows and standard operating procedures (SOPs)
- Monitor performance, provide training, and conduct evaluations
- Improve administrative systems and implement automation where possible
3. Business Support & Coordination
- Provide high-level administrative support to senior executives
- Coordinate internal communications across departments
- Support business planning, reporting, and documentation
- Assist in preparing presentations, reports, and meeting materials
- Manage calendars, scheduling, and key business events
4. Vendor & Procurement Management
- Manage relationships with office vendors and service providers
- Negotiate contracts and ensure cost-effective procurement
- Oversee purchasing of office supplies and equipment
- Monitor vendor performance and service delivery
5. Financial & Budget Oversight
- Manage office administration budgets and track expenses
- Approve invoices and ensure timely payments
- Identify cost-saving opportunities and efficiency improvements
6. HR & Employee Support (Coordination Role)
- Support onboarding and offboarding processes
- Coordinate employee engagement activities and office events
- Assist HR with documentation, compliance, and employee records
- Act as a point of contact for employee administrative queries
7. Compliance & Risk Management
- Ensure adherence to company policies and regulatory requirements
- Maintain records, contracts, and documentation systems
- Support audits and internal compliance processes
8. Technology & Systems Management
- Oversee office systems (e.g., document management, admin tools)
- Coordinate with IT for infrastructure, hardware, and access management
- Drive digital transformation of administrative processes
Key Skills & Competencies
- Strong organizational and multitasking abilities
- Leadership and team management skills
- Excellent communication and stakeholder management
- Problem-solving and decision-making capability
- Financial awareness and budgeting skills
- Proficiency in office software (e.g., Microsoft Office, ERP systems)
- Process improvement and operational efficiency mindset
- Flexible & Adaptable: Able to adjust to changing schedules, last-minute requests, and evolving priorities.
- Ability to handle confidential information with professionalism and discretion.
Qualifications, Skills & Experience
- Bachelor’s degree in Accounting or Business Administration
- 4-5 years of experience in office administration or business support
