Job Description

• Office Administrations
• Manage and assist with day-to-day general office administration, operations, and coordination.
• Ensure proper adherence to procedures when guests/visitors arrive at the office.
• Answer, screen, and forward incoming phone calls as needed.
• Ensure the reception area remains tidy, presentable, and stocked with necessary materials.
• Licensing & Compliance:
• Assist in verifying company registration and ensure timely renewal of licenses to meet statutory requirements.
• Office Supplies & Inventory Management:
• Oversee ordering and usage of office supplies, including stationery, printing materials, cleaning tools, pantry consumables, and other office essentials.
• Replenish office supplies and keep inventory of stock such as pantry food, stationery, and self-test kits.
• Maintain storeroom tidiness and organize according to office 5S principles.
• Utility & Cost Management:
• Monitor and analyze monthly utility usage to ensure efficiency and cost-effectiveness.
• Monitor outgoing courier costs and ensure cost-consciousness in usage.
• Company Assets & Facilities Management:
• Manage and track company assets, including asset labeling, vehicles, and scheduling arrangements.
• Assist in maintaining and overseeing facilities services, including maintenance activities and coordination with tradespersons.
• Ensure that the cleaner performs duties according to schedule and maintain cleanliness in the office and hostel areas.
• Oversee upkeep of hostel facilities, maintenance, and cleanliness, and coordinate hostel arrangements for overseas employees and other tenants.
• Tenancy & Hostel Management:
• Monitor and track company tenancy agreements, including hostel tenancy, and liaise with landlords regarding any hostel-related issues.
• Travel Coordination:
• Coordinate travel arrangements for overseas employees, including flight bookings, accommodation, and itinerary management.
• Document Management & Filing:
• Responsible for organizing and maintaining proper filing systems and administrative documents.
• Provide accurate, up-to-date documentation and maintain good filing practices.
• Event & Social Media Support:
• Assist in company events, activities, and other ad-hoc projects as assigned by management.
• Support the handling of the company’s social media page, as needed.
• Other Administrative Duties:
• Perform all other ad-hoc administrative tasks as assigned by management.

Job Requirements

• Candidate must possess at least a Diploma/Certificate in Business Studies & Administration, Hotel Management, Inventory Management, Logistics, or related fields.
• At least 3 years of working experience in a related administrative or facilities management role is required.
• Required languages: English, Chinese and Malay.
• Extensive experience with MS Office, Outlook, and Microsoft Teams.
• Strong sense of tidiness and cleanliness, with an awareness of professional self-presentation standards.
• Ability to multitask in a fast-paced environment and meet tight deadlines.
• Strong communication skills, both verbal and written, with the ability to work independently and as a team player.
• A team player with a strong sense of responsibility.
• Ability to travel as and when required.

Skills