Office Boy / Peon

OFFICE ADMINISTRATION & FACILITY SUPPORT – ROLES AND RESPONSIBILITIES

1. Opening and Closing of Office

• At the beginning and end of each working day, ensure ACs, electrical switches, plugs and other equipment are switched ON/OFF as required.

• Check the server room and designated electrical points; immediately report electrical or equipment issues to the concerned person.

2. Office Cleaning and Maintenance

• Ensure desks, chairs, glass doors, cabins, reception, floors, pantry and other office areas are clean.

• Coordinate housekeeping staff and arrange office dusting and vacuum cleaning three times a week.

• Maintain a neat, hygienic and presentable office environment.

3. Drinking Water Management

• Check that water bottles are filled and available; place filled bottles on desks as required.

• Keep the water filter and drinking-water area clean and properly maintained.

4. Client Handling and Hospitality

• Attend to clients and visitors during office visits; arrange tea, coffee, water and snacks as required.

• Keep the waiting and meeting areas clean and organised. Provide hospitality independently when housekeeping staff are unavailable.

5. Overall Office Cleanliness

• Regularly check the reception, pantry/kitchen, cabins, workstations, floors, washrooms, meeting/client areas and common areas.

• Coordinate with housekeeping immediately for any additional cleaning requirements.

6. External Visits and Office Requirements

• Handle office-related external work, including purchasing groceries, stationery and office supplies; coordinate hardware purchases, repairs and maintenance; and support other assigned office requirements.

7. Client Equipment Management

• Take responsibility for client equipment received at the office. Ensure proper handling, storage, movement and maintenance until it is handed over or returned.

• Maintain confidentiality, prevent loss or misplacement, and immediately report any damage or technical issue.

8. Store Room Management

• Keep the store room clean, organised and systematic. Arrange and store all materials properly, restrict access to authorised personnel and maintain confidentiality of stored items and documents.

9. Monthly Grocery and Requirement Updates

• Prepare and maintain a list of monthly grocery, stationery, housekeeping and other office requirements.

• Review and update the list on the 1st of every month and share it with Accounts for purchase/payment processing.

10. Support to Other Departments

• Provide office-related assistance to all departments and maintain a cooperative, supportive approach.

• Complete assigned work within the required timeline. If a genuine constraint causes delay, inform the reporting manager instead of silently declining the task.

11. Refrigerator, Water Filter and Kitchen Cleaning

• Ensure regular cleaning of the refrigerator, water filter, kitchen and pantry. Coordinate thorough cleaning twice a week.

• Arrange materials properly and remove expired or spoiled food items; maintain hygiene in the kitchen and drinking-water areas.

12. System / Computer-Related Work

• Support basic computer and system-related administrative work, handle office systems and equipment carefully, and coordinate with IT/technical staff for issues requiring specialised support.

13. General Responsibilities

• Maintain discipline, cleanliness, hygiene and a professional environment throughout the office.

• Be punctual, responsible and proactive in daily office requirements. Immediately report issues affecting office operations, client experience, equipment or supplies to the reporting manager.

• Maintain confidentiality of office, client, equipment and store-room information, and ensure all assigned responsibilities are completed properly and on time.