Office Administrator

The ideal candidate is a detail-oriented team player who will be the first point of contact for visitors at the office, greeting them in a polite and well-spoken manner. You will also be assigned duties as required (i.e. organization of inbound and outbound mail, administrative work, and general clerical support).

Responsibilities

• Answer and direct phone calls
• Distribute mail
• Act as first point of contact for visitors
• Manage travel & hotel accommodation
• Manage meeting room bookings, arrangements, and records.
• Handle courier, incoming/outgoing documents, and basic document management
• Provide day-to-day administrative coordination and support to employees and departments.
• Maintain staff petrol/conveyance tracking sheets and related records.
• Coordinate supplier allocation with the Purchase and Subcontract teams as required.
• Arrange food and refreshments for training sessions and meetings.
• Coordinate training sessions and meeting room arrangements and maintain related records.
• Maintain PDC cheque records and tracking sheets.
• Support and coordinate internal and external audits related to Head Office Administration.
• Maintain updated audit records, registers, documents, and supporting evidence.
• Verify canteen bills, rent bills, maintenance bills, and other administration-related invoices received from project sites.
• Maintain invoice inward records in Zoho Drive / tracking sheets and follow up with the Billing and Accounts Departments regarding payment status.
• Facilitate interview candidate coordination by providing required application forms and informing HR for the further interview process.
• Prepare and coordinate official correspondence and administrative emails as required.
• Provide general administrative and front office support to ensure smooth functioning of the Head Office.
• Maintain a professional and welcoming environment for visitors, candidates, clients, and employees.

Qualifications

• High school diploma or relevant work experience
• Ability to maintain a positive attitude
• Excellent communication skills