Office Administrator Associate
1 day ago
**Responsibilities**:
Office Operations & Vendor Coordination
- Oversee daily office maintenance and workspace organization, including but not limited to procurement of office supplies, pantry essentials and IT equipment.
- Liaise and manage good relationships with different service providers for office facilities, repairs and renovation to ensure an effective working environment.
- Attend and manage staff needs, such as printing, incoming and outgoing courier services or any other issues encountered.
- Manage office storage space to ensure it is allocated fairly between different departments, including stock management.
- Willing to support any other general administrative duties by request.
Reception & Visitor Management
- Invite and create the building and office door access for guests, new hires and service providers before their arrival.
- Welcome, greet and attend to guest’s needs, including room technical coordination.
- Manage and maintain different access portals and documentation to ensure it is up-to-date.
- Collect any incoming mail and package, while ensuring it is distributed to the right parties.
Company and Building Event Scheduling & Execution
- Coordinate annual and ad-hoc company events, from venue logistics to on-site coordination.
- Engage and collaborate in building events, such as fire evacuation drills, user portal training, tenant meetings and other inspection activities if required.
- Disseminate relevant event-related information to internal and external stakeholders to ensure the successful execution.
- Coordinate and arrange the participation of company meetings across employees.
Utilities, Billing and Accounting
- Collect and submit monthly utilities invoices and receipts for the finance department.
- Oversee and maintain different utility portals to ensure there is no overdue payment.
- Support documentation for any expenses incurred or vendor payment for annual budgeting report.
- Manage annual renewal of office utilities contracts.
**Requirements**:
- Bachelor's degree in Human Resources, Business Administration, or related field (preferred but not required)
- 1 year of administrative or HR experience preferred; fresh graduates are welcome
- Willingness to learn and take on new tasks independently
- Strong organizational skills and attention to detail.
- Basic knowledge of MS Office (Word, Excel, Outlook)
- Good communication skills and ability to work with cross-functional teams
- Occasionally required to support urgent matters outside of office hours
- Good skills to handle pressure by prioritizing tasks based on urgency or deadline
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