Admin Specialist

About the Role

As an Administration Officer, you will play a key role in ensuring the smooth operation of our workplace by managing office administration, vendor coordination, purchasing activities, compliance documentation, employee lifecycle support, and business continuity administration. You will collaborate closely with teams across People & Culture, Finance, IT, and Operations while driving continuous improvement in administrative processes.

Key Responsibilities

Office Administration & Workplace Operations

• Coordinate day-to-day office administration and workplace requirements.
• Liaise with building management, facilities providers, and vendors.
• Manage office supplies, equipment, and inventory requirements.
• Support efficient and cost-conscious procurement activities.

Vendor & Documentation Management

• Coordinate suppliers, quotations, purchase requests, invoices, and expense documentation.
• Maintain accurate records, reports, contracts, and administrative documentation.
• Prepare trackers and status updates for stakeholders.

People & Cross-Functional Support

• Support onboarding and offboarding activities in partnership with People & Culture and IT.
• Act as a key point of contact for internal stakeholders and external service providers.
• Provide guidance on administrative processes and documentation standards.

Compliance & Business Continuity

• Support audits and compliance reviews through accurate record keeping.
• Maintain workplace records, emergency contacts, and business continuity documentation.
• Assist with business continuity notifications, incident communications, and follow-up actions.
• Participate in business continuity planning exercises and process reviews.

Process Improvement

• Identify opportunities to improve administrative processes and workplace efficiency.
• Support projects and initiatives that enhance operational effectiveness.

Required Qualifications & Experience

• Bachelor's degree in Business Administration, Management, or a related field.
• 3-5 years of experience in administration, office operations, facilities coordination, or a similar role.
• Experience supporting vendors, purchasing activities, audits, and multiple stakeholder groups.
• Exposure to business continuity, workplace safety, or emergency response coordination is an advantage.

Key Skills

• Strong organizational and multitasking abilities.
• Excellent records management and documentation skills.
• Experience in vendor management and purchasing administration.
• Knowledge of workplace compliance, health & safety, and data privacy principles.
• Proficiency in Microsoft 365 (Word, Excel, PowerPoint, Outlook, and Teams).
• Strong communication, stakeholder management, and problem-solving skills.
• High attention to detail, discretion, and accountability.

Why Join Symbos?

At Symbos, you'll be part of a collaborative and supportive environment where your contributions directly impact workplace operations and employee experience. We value initiative, continuous improvement, and professionals who take ownership and make things happen.