Office Admin

Role Purpose

To ensure smooth and efficient day-to-day administration of the office, including facility

management, vendor coordination, employee support, and timely completion of administrative

activities.

Key Responsibilities:

1. Office Administration

• Manage day-to-day office administration and ensure smooth functioning of office

facilities.

• Coordinate office supplies, stationery, pantry, housekeeping, security and other

administrative requirements.

• Maintain records, documents, bills, invoices and administrative trackers.

• Ensure proper upkeep, cleanliness and hygiene of the office premises.

2. Facility & Maintenance Management

• Coordinate with housekeeping, maintenance and other facility service providers.

• Raise and follow up on maintenance requirements and ensure timely resolution.

• Monitor office equipment, furniture, utilities and other assets.

• Conduct regular checks of office facilities and highlight issues proactively.

3. Vendor Management

• Coordinate with vendors for services, quotations, work orders and invoices.

• Track vendor performance and ensure services are delivered as per agreed

requirements.

• Maintain vendor-related documentation and payment records.

• Support in negotiating rates and identifying cost-saving opportunities.

4. Employee & Admin Support

• Address day-to-day administrative requirements of employees.

• Coordinate employee travel, meetings, events and other office requirements as

required.

• Support onboarding-related administrative arrangements such as seating, access cards,

stationery and other requirements.

• Coordinate internal events, celebrations and employee engagement activities from an

administrative perspective.

5. Compliance & Documentation

• Maintain accurate administrative records and documentation.

• Ensure timely renewal and maintenance of office-related contracts, licenses and service

agreements.

• Support audits and provide required administrative documentation.

• Ensure adherence to company policies and administrative processes.

Key Performance Indicators (KPIs)

• Timely resolution of administrative and facility-related issues.

• Effective vendor management and service quality.

• Availability and timely procurement of office supplies.

• Office hygiene, maintenance and facility standards.

• Accuracy and timely completion of administrative records and documentation.

• Cost optimisation and adherence to approved budgets.

Desired Skills & Experience

• Graduate with 2–4 years of experience in Administration / Facilities / Office

Management.

• Good communication and interpersonal skills.

• Strong coordination, follow-up and problem-solving abilities.

• Good knowledge of MS Office / Google Workspace.

• Ability to manage multiple tasks and vendors simultaneously.

• Proactive, organised and detail-oriented approach.