Job Description

Key Responsibilities

1. Office Administration

• Manage daily office administration activities and ensure smooth office operations. 
• Maintain office supplies inventory and coordinate purchases when required. 
• Handle incoming and outgoing correspondence, courier services, and company documents. 
• Maintain proper filing systems (physical and electronic) for company records. 
• Coordinate meeting room bookings and office facilities usage. 
• Support company events, meetings, and staff activities. 

2. Facilities & Office Management

• Monitor office cleanliness, maintenance, and repair works. 
• Liaise with building management, contractors, vendors, and service providers. 
• Manage office utilities, internet services, access cards, keys, and parking allocations. 
• Coordinate office relocation, renovation, and workspace arrangements when required. 
• Ensure office facilities are functioning properly and report issues promptly. 

3. Company Asset Management

• Maintain and update company asset registers. 
• Coordinate issuance, collection, and tracking of company assets (laptops, phones, access cards, uniforms, etc.). 
• Conduct periodic asset verification and stock checks. 
• Ensure proper documentation for asset handover and return. 

4. Procurement & Vendor Management

• Source quotations and coordinate procurement activities. 
• Maintain vendor database and service agreements. 
• Process purchase requests and monitor delivery status. 
• Ensure procurement complies with company policies and approved budgets. 

5. HR Administrative Support

• Assist in employee onboarding and offboarding administration. 
• Prepare employee files and maintain personnel records. 
• Support HR documentation, letters, and internal communications. 
• Assist in attendance, leave, and staff records administration. 
• Support training coordination and employee engagement activities. 

6. Compliance & Documentation

• Ensure company licenses, permits, and certificates are properly maintained and renewed. 
• Maintain administrative SOPs, policies, and documentation. 
• Support audits and compliance exercises by preparing required records. 
• Ensure confidentiality of company and employee information. 

7. Reporting

• Prepare monthly administrative reports. 
• Monitor administrative expenses and budgets. 
• Maintain records of maintenance, procurement, and asset management activities. 
• Provide reports and updates to management as required. 

Job Requirements

Education

• Diploma or Bachelor's Degree in Business Administration, Human Resources, Management, or related field. 

Experience

• Minimum 2–3 years of experience in Administration, HR Administration, or Office Management. (Fresh Grad also can) 
• Experience in facilities management and asset administration is an added advantage. 

Knowledge

• Office administration practices. 
• Procurement and vendor management. 
• Asset management procedures. 
• HR administrative processes. 
• Microsoft Office (Excel, Word, PowerPoint). 

Skills & Competencies

• Strong organizational and multitasking skills. 
• Good communication and interpersonal skills. 
• Attention to detail and accuracy. 
• Problem-solving and coordination abilities. 
• Ability to work independently and meet deadlines. 
• High level of integrity and confidentiality.

Skills