Admin Officer

About the role

The Administrative Officer supervises the overall functions of the Administration Department, including office administration, facility and mill beautification, employee management, and security services. This role coordinates administrative and clerical activities, ensures the efficient delivery of support services, and administers and maintains the company's ISO 9001:2015 Quality Management System by coordinating with the Lead Quality Management Representative (QMR) and Internal Auditors.

Key responsibilities

• Supervise the day-to-day administrative operations of the company, ensuring the efficient delivery of administrative services and compliance with company policies and procedures
• Oversee the maintenance, cleanliness, beautification, and security of company facilities, offices, and premises to provide a safe, organized, and productive work environment
• Supervise security personnel and coordinate security operations to safeguard company assets, employees, and visitors while ensuring compliance with established security protocols
• Coordinate administrative and clerical functions, manage office resources, and ensure the timely provision of administrative support to all departments
• Oversee the implementation, maintenance, and continual improvement of the ISO 9001:2015 Quality Management System (QMS) by ensuring compliance with documented processes, standards, and company procedures
• Ensure the proper creation, review, approval, distribution, revision, and retention of controlled documents and records in accordance with ISO requirements and document control procedures
• Coordinate internal quality audits, monitor corrective and preventive actions, and work closely with the Lead QMR and Internal Auditors to ensure compliance with ISO standards and regulatory requirements
• Promote quality awareness by coordinating ISO-related training, providing guidance to process owners, and supporting continuous improvement initiatives across the organization
• Prepare administrative and ISO-related reports, monitor departmental performance, and recommend process improvements to enhance operational efficiency and quality management
• Monitor and coordinate permits, certificates, registrations, and licenses to ensure compliance with all governing agencies

About you

• Thorough knowledge of office administration, facilities management, and administrative support services
• Knowledge of ISO 9001:2015 Quality Management System (QMS) requirements, documentation, and implementation
• Proficiency in document control, records management, and quality documentation
• Knowledge of internal auditing principles, corrective and preventive actions (CAPA), and continuous improvement processes
• Familiarity with applicable labor laws, occupational safety and health regulations, and company policies
• Proficiency in Microsoft Office applications (Word, Excel, PowerPoint, and Outlook) and document management systems
• Strong report preparation, data analysis, and administrative planning skills
• Leadership and people management capabilities
• Strong verbal and written communication skills
• Attention to detail, accuracy, integrity, and accountability