Admin Assistant

Position: Admin Assistant

Job Summary

The Admin Assistant is responsible for managing the day-to-day administrative and office operations to ensure the smooth running of the office. This role includes handling office administration, company documentation, office facilities, rental properties, meeting arrangements, and coordination with vendors and service providers. The position also provides administrative support to other departments, including Accounts and Human Resources, when required.

Key Responsibilities

Administrative & Office Management

• Assist in manage daily office administrative operations and activities.
• Assist in maintain and organize company records, files, and documentation.
• Handle incoming calls, emails, correspondence, and courier services.
• Assist in prepare letters, reports, forms, and presentation materials.
• Assist in coordinate meetings, appointments, and meeting room arrangements.
• Manage office supplies, stationery, pantry items, and equipment.
• Liaise with vendors, suppliers, contractors, and service providers.
• Ensure office facilities are well-maintained and operating efficiently.
• Assist in organizing company meetings, events, and staff activities.
• Support management with administrative tasks and special assignments as required.

Property & Rental Administration

• Assist in manage and monitor company house rental matters and tenancy-related documentation.
• Liaise with landlords, property agents, and tenants regarding rental issues and maintenance matters.
• Coordinate repair, maintenance, and servicing works for rental properties.
• Maintain rental records, agreements, utility bills, and related documents.
• Monitor renewal dates and ensure timely follow-up on tenancy matters.

IT & Meeting Support

• Set up and operate office equipment including laptops, projectors, speakers, printers, and meeting room facilities.
• Provide basic troubleshooting and support for office equipment and presentation setups.
• Assist in preparing documents and presentations using Microsoft Word and PowerPoint.
• Coordinate with IT vendors or service providers when necessary.

General Support

• Provide administrative assistance to Accounts and Human Resources departments when required.
• Perform other duties as assigned by Management.

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Requirements

• Diploma in Business Administration, Office Management, or a related field.
• Minimum 1 year of relevant administrative experience is preferred/Fresh graduates with a positive attitude, strong willingness to learn, and eagerness to develop their skills are welcome to apply.
• Proficient in Microsoft Office, particularly Microsoft Word, Excel, and PowerPoint.
• Familiar with operating office equipment such as laptops, projectors, speakers, printers, and meeting room systems.
• Good organizational and multitasking skills.
• Strong communication and interpersonal skills.
• Able to work independently and maintain confidentiality.
• Proactive, responsible, and detail-oriented.

Key Competencies

• Office Administration

• Document Management

• Microsoft Office Proficiency

• IT & Meeting Equipment Handling

• Organization & Time Management

• Communication Skills

• Teamwork & Collaboration