Office Administrator

Office Administration & Operations

• Ensure the office operates smoothly and remains organised, professional, and presentable.
• Manage office supplies, stationery, pantry requirements, equipment, and maintenance requests.
• Coordinate with housekeeping, internet providers, facility management, and other service vendors.
• Maintain office records, registers, employee information, and administrative documentation.
• Handle incoming calls, visitors, courier services, and general office enquiries.
• Coordinate office purchases, vendor quotations, invoices, and payment follow-ups.
• Maintain proper filing systems for physical and digital documents.
• Monitor recurring office expenses and assist in maintaining administrative budgets.
• Ensure office assets, keys, access cards, and company property are properly accounted for.

 Executive Assistance to the Director

• Schedule internal and external meetings and ensure all required information is available in advance.
• Prepare meeting agendas, take minutes, document decisions, and follow up on action items.
• Maintain a daily task and follow-up list for the Director.
• Coordinate with employees, clients, vendors, consultants, and other stakeholders on the Director’s behalf.
• Draft emails, letters, internal announcements, and other business communications.
• Assist in preparing presentations, reports, meeting notes, and management summaries.
• Handle confidential business information, discussions, documents, and communications with discretion.

Required Skills & Competencies

• Ability to prepare trackers, reports, meeting minutes, and professional documents.
• Strong follow-up, coordination, and problem-solving abilities.
• Ability to prioritise urgent tasks and manage multiple responsibilities.
• High level of integrity, confidentiality, accountability, and attention to detail.
• Ability to work independently, anticipate requirements, and take initiative.
• Professional behaviour when dealing with clients, employees, vendors, and senior management.