Job Summary:
The Office Administrator is responsible for ensuring the smooth day-to-day operation of the office by providing administrative, reception, and facilities support. As the first point of contact for visitors and external stakeholders, the role plays an important part in creating a professional and welcoming environment while supporting office administration, employee experience, and business operations.
Key Responsibilities:
Reception and Front-of-House Services
Serve as the first point of contact for visitors, guests, vendors, and external stakeholders, maintaining a professional appearance and always providing a positive guest experience.
Maintain a professional and welcoming front-of-house environment by ensuring the reception area, meeting rooms, and common areas are consistently clean, tidy, and presentable.
Demonstrate excellent punctuality and reliability by being present and ready to support reception operations during designated working hours.
Prepare and inspect meeting rooms before and after use, ensuring they are well-organized and equipped for visitors and meetings.
Coordinate and manage meeting room bookings, ensuring rooms are prepared, organized, and ready for meetings.
Arrange and serve beverages for guests and meeting attendees as required.
Answer, screen, and direct incoming calls and enquiries received through the office main line in a courteous and efficient manner.
Receive, sort, record, and distribute incoming mail, courier deliveries, and packages in a timely manner
Office Administration
Manage cleaning service provider and monitor service quality to ensure office premises, common areas, meeting rooms and pantries are maintained to a high standard of cleanliness and hygiene.
Coordinate pest control services, including routine inspections, preventive treatments, and timely resolution of pest-related issues. Able to work one Saturday a month.
Manage landscaping and indoor plant maintenance services, ensuring all greenery is healthy, well-maintained, and enhances the workplace environment.
Oversee pantry operations, including replenishment of pantry supplies, inventory management and pantry electrical appliances maintenance.
Coordinate catering services for meetings, events, and corporate functions, ensuring timely delivery and quality service.
Administer business card requests, including coordinating printing, issuance, and maintaining accurate records.
Manage and maintain the company's business contact management system, ensuring employee contact profile is accurate, up to date, and properly maintained.
Monitor vendor performance against service level agreements (SLAs) and address service issues or escalations promptly.
Manage corporate newspaper, magazine, and online publication subscriptions, including subscription renewals, distribution, access management, and liaison with vendors to ensure uninterrupted service.
Processing of invoices through inhouse system, ensuring the amount and details are accurate.
Design EDM for communication emails related to office services.
Assist employees with general office-related enquiries and requests
Any other adhoc assignments assigned by reporting manager.
Premises Security Operation
Administer office access control systems, including employee access cards, biometric systems, mobile credentials, and visitor access permissions.
Manage employee onboarding, transfer, and offboarding access requirements to ensure timely activation and deactivation of access rights.
Update Visitor Record file, ensure that visitor QR code are sent to visitors prior their visit.
Maintain access control databases and ensure access permissions are aligned with business requirements and security policies.
Troubleshoot access control issues and coordinate maintenance activities with vendors and building management.
Coordinate CCTV maintenance, repairs, testing, and preventive maintenance activities with service providers.
Ensure CCTV systems remain operational and compliant with company policies and applicable data privacy regulations.
Vendor and Stakeholder Coordination
Liaise with service providers and suppliers on office-related matters.
Monitor vendor performance and ensure services are delivered in accordance with agreed requirements.
Support contract administration and maintain vendor contact information.
Health, Safety & Environment (HSE)
Act as designated First Aider and maintain adequate fire aid supplies and inventory.
Act as Fire Warden and support fire safety compliance requirements
Qualifications:
Diploma or equivalent qualification in Business Administration, Office Management, Hospitality, or a related field.
Minimum 5 years of relevant experience in office administration, reception, customer service, or a similar role.
Experience in a multinational or corporate environment is preferred.
Strong commitment to punctuality, reliability, confidentiality and professionalism.
Excellent customer service, communication, and interpersonal skills.
Strong organizational skills with the ability to manage multiple tasks and priorities effectively.
Proactive and detail-oriented, with a commitment to maintaining a high standard of presentation and office environment.
Able to work at least 1 Saturday a month after office hours maintenance work or report to work earlier than office hours to support important critical meetings.
Proficiency in Microsoft Office applications, including Outlook, Word, Excel, and PowerPoint.
