Office Administrator

Overview

This role reports to the Site GM and is responsible for presenting a professional corporate image, managing front‑desk duties, and supporting daily office operations across South‑east Asia. The position also provides administrative support to the Sales team and ensures smooth coordination of facilities, vendors, and office services.

Responsibilities

• Front Desk & Office Administration
  • Greet visitors and handle incoming calls professionally
  • Manage visitor registration via Traction Guest
  • Issue and manage temporary visitor passes
  • Handle incoming/outgoing mail and courier services.
  • Maintain telephone directory updates and issue office-wide announcements.
  • Coordinate meeting room bookings.
  • Manage office supplies, pantry items, groceries, stationery, and printed materials (business cards, letterheads, envelopes).
  • Support annual asset verification and physical inventory counts
  • Assist in finance record retention
  • Coordinate meeting catering (lunch/tea breaks) and office events
  • Support IT coordination needs
  • Send birthday/condolence announcements and arrange relevant gifts or flowers
  • Assist with travel bookings, visas, and hotel arrangements
  • Participate actively in the Fun Committee

• Facilities, Safety & Vendor / Sales Support
  • Create vendors for non-manufacturing purchases.
  • Provide admin support to Sales (presentation updates, data compilation, tradeshow preparation).
  • Serve as Safe Management Officer and help implement/monitor safety measures.
  • Oversee facility maintenance and ensure compliance with SHEA and local regulations (fire safety, detectors, extinguishers).
  • Manage office equipment maintenance, vendor contracts, and service providers (workstations, copiers, access cards, security systems, cleaning services).
  • Act as point of contact for all servicing needs (aircon, lighting, repairs).
  • Perform other administrative duties assigned to support departmental and office operations.

Knowledge, Skills & Abilities

• GCE “O” Level or Diploma in Business Administration or equivalent.
• 2–3 years’ experience in front‑desk or office administration.
• Proficient in Microsoft Office (Word, Excel, PowerPoint).
• Pleasant, professional demeanor with strong customer‑service skills.
• Experience supporting Sales or presentations is an advantage.