Job Description

Roles & Responsibilities

• Support the Group Human Resource & Administration Manager in the effective implementation and monitoring of administration activities.

• Supervise and provide guidance on administration matters related to reception, office assistants, and office cleaning staff.

• Ensure smooth day-to-day office operations and maintain an organized work environment.

• Respond to inquiries and requests through the company email and forward communications to the concerned departments.

• Carry out receptionist duties whenever required, including handling incoming/outgoing calls and welcoming office guests.

• Monitor courier activities including sending and receiving items, checking invoices, and coordinating payments against approved quotations.

• Assist new employees with workstation setup, email ID creation, telephone extensions, office supplies, and transportation allowance arrangements.

• Manage air ticket reservations and hotel bookings for employees, senior management, and company owners.

• Coordinate with the transportation department regarding schedules for business trips and office visits.

• Arrange accommodation for newly hired overseas employees.

• Coordinate with the building management and internal maintenance department regarding office maintenance requirements.

• Coordinate and monitor pest control activities in the head office.

• Monitor office parking areas and manage parking access cards for Operations and Head Office employees.

• Coordinate with outsourced cleaning companies and ensure services are delivered according to company standards.

• Plan, order, follow up, and distribute staff uniforms and name badges according to company standards.

• Arrange POS cards for retail staff and ensure employee privileges align with job titles.

• Maintain accurate administrative records, reports, and documentation.

Desired Candidate Profile

• Bachelor’s degree in Business Administration, Management, or related field.

• Minimum 7–10 years of experience in administration, office management, or corporate support services.

• Proven experience supporting senior management and handling confidential administrative matters.

• Strong experience in travel coordination, employee services, and office administration.

• Experience coordinating with maintenance teams and building management.

• Preferably with experience working in or supporting a facility management company/environment.

• Proficiency in MS Office with strong expertise in Microsoft Word, Excel, and PowerPoint.

• Excellent command of the English language (verbal and written).

• Exceptional communication, reporting, and interpersonal skills.

• Strong organizational and multitasking abilities.

• Ability to analyze and improve administrative procedures and operating practices.

• Detail-oriented and comfortable working in a fast-paced office environment.

• Ability to prioritize tasks and complete projects within deadlines.

• Experience in retail or corporate office administration environments.

• Strong vendor coordination and payment follow-up experience.

• Ability to handle multiple administrative functions independently and professionally.