Administrative Officer  

The Administrative Officer plays a key role in ensuring the efficient operation of an organization's administrative functions. This position involves a broad range of tasks, including office management, internal communication, coordination of logistics, and supporting department heads with various administrative duties.

Key Responsibilities:

1. Office Management:
   • Oversee day-to-day office operations, including maintaining office equipment, supplies, upkeep of office utilities such as but not limited to electricity, water, air conditioning, telephone, internet connection and pest control, including the timely scheduling of services, payment of service billings, repairs and/or renewal of contracts.
   • Ensure the office environment is organized, clean, and conducive to productivity.
   • Manage office-related vendor relationships, including service contracts and supply orders.
   • Coordinate office maintenance, repairs, and upgrades as necessary.
   • In-charge of the annual and periodic asset inventory including but not limited to employee-issued equipment and non-moving assets such as furniture and fixtures.
   • Supervises third-party utility personnel including janitors, messengers and/or drivers.
     
2. Administrative Support:
   • Assist in the preparation of reports, presentations, and other documentation related to admin matters.
   • Organize and maintain both physical and digital files and records.
   • Manage office correspondence, including sorting mail, responding to emails, and handling phone calls.
     
3. Scheduling and Coordination:
   • Serve as a point of contact for both internal and external stakeholders, answering inquiries and providing necessary information.
   • Coordinate internal and external meetings, including managing calendars, booking meeting rooms, and handling logistics (e.g., catering, equipment setup).
   • Organize travel arrangements, including flight bookings, accommodations, and transportation for staff as required.
   • Assist with event planning and logistics for company meetings, training sessions, or team-building activities.
     
4. Budgeting and Financial Administration:
   • Assist in the preparation and monitoring of administrative budgets, ensuring that expenditures remain within limits.
   • Manage the petty cash fund.
   • In-charge of custodianship of gift certificates, barter items or Marketing premiums.
   • Ensure timely and accurate processing of payments and reimbursements related to administrative expenses.
     
5. Compliance and Policy Implementation:
   • Ensure compliance with company policies, procedures, and legal requirements/contracts, particularly in regard to office operations and administrative functions.
   • Ensure company compliance to office/building and government requirements including but not limited to fully updated government permits, taxes, and observance of building tenancy rules and regulations.
   • Assist with the development and implementation of new administrative procedures and processes to improve efficiency.
   • Draft and proofread official correspondence, reports, memos, and notices related to administrative matters.
     
6. Performs other related tasks that may be assigned from time to time.

• Bachelor’s degree in Business Administration, Management, or related field
• At least 5 years of experience in a similar administrative or office management role
• Strong organizational and multitasking abilities
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint) and other office software tools
• Excellent written and verbal communication skills
• Ability to work independently, manage time efficiently, and prioritize tasks
• Strong attention to detail and problem-solving capabilities
• Ability to handle sensitive information with discretion and confidentiality
• A proactive and adaptable mindset
• High level of professionalism and a customer-service orientation
• Strong interpersonal skills with the ability to collaborate effectively with various teams
• Ability to remain calm and focused under pressure