Reports to: Operations and Facilities Manager
Description: To assist the Operations and Facilities Manager in carrying out overall office administrative matters, so as to maintain and develop an excellent working environment.

Duties & Responsibilities: 

Primary Responsibilities

• To maintain office areas, fixtures and fittings.
• To maintain and purchase office equipment/
• To ensure operation of equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques.
• To maintain supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies.
• To order office supplies.
• To arrange food and beverages for meetings and events.
• To assist with the renewal of service agreements for office items, insurance, and road tax for company vehicles.
• To maintain and update contact lists
• To update information to the office Intranet as and when required.
• To maintain and update new joiners / staff movement information to OMNIS, Staff Directories and Intranet.
• To maintain and update the office map with staff movement /workstation movement as and when required.
• To develop and maintain a filing system.
• To assist with the preparation of reports.
• To submit and reconcile expense reports
• To process payments for contractors and suppliers.
• To process claims for dispatch and driver.
• To liaise with the building management on matters related to work permit.
• To apply for abuilding and office access card for new employees.
• To receive letters, packages etc. and distribute them
• To book travel arrangements.
• To cover front desk.
• To organize travel arrangements for visitors.
• To keep track and update of Travelers Information.
• To organize and schedule meetings and appointments.
• To produce and distribute correspondence memos, letters, faxes and forms.

Additional Responsibilities

• To develop and update administrative systems to make them more efficient.
• To resolve administrative problems.
• To assist with the ad hoc projects when required.

Education:

• Candidate must possess at least a Diploma, Advanced / Higher /Graduate Diploma in Business Studies / Administration / Management or equivalent.
• At least 1 year of working experience in related field is required.
• Good communication and interaction skills
• Able to work independently as well as in a team.
• Strong administrative skills, able to multi-task with excellent attention to detail.
• Proactive, result-oriented, self-reliant and assertive.
• Possess a positive mindset and able to work in a fast-paced environment.
• Computer literacy is critical and proficiency in Microsoft Office is a must.