Administration Officer

Job Summary

Responsible for managing daily office operations, facilities, vendors, contracts, meeting rooms, office supplies, and administrative services to ensure a safe, efficient, and well-maintained workplace. Coordinate with internal departments, external vendors, building management, and service providers to support smooth business operations.

Key Responsibilities

1. Office & Facilities Management

• Oversee daily office operations and ensure office facilities are clean, safe, and ready for use.
• Coordinate with housekeeping, security, building management, and other service providers.
• Monitor office areas, meeting rooms, equipment, and facilities and arrange maintenance or repairs when required.
• Coordinate access permissions and other requirements with building management.

2. Reception & Telephone Administration

• Handle incoming calls and transfer them to the appropriate departments.
• Maintain and coordinate office telephone lines, mobile numbers, and internal extensions.
• Welcome visitors and coordinate with relevant employees to ensure smooth visits.
• Manage visitor access and parking arrangements, including parking coupons and parking quotas.

3. Meeting Room & Conference Management

• Manage and maintain meeting rooms and conference facilities to ensure they are fully operational.
• Coordinate meeting room setup, refreshments, and other requirements.
• Check conference equipment, audio-visual systems, stationery, and other meeting supplies.
• Coordinate with relevant teams to resolve technical or facility issues promptly.

4. Contract & Vendor Management

• Coordinate and maintain administrative service contracts, including office rental, cleaning, security, car rental, photocopier, water purifier, and air purifier services.
• Monitor contract status, service quality, and renewal requirements.
• Liaise with vendors and service providers regarding service issues and corrective actions.

5. Procurement & Office Supplies

• Coordinate the procurement of office supplies and administrative services.
• Prepare Sourcing Requests, create Materials, and raise Purchase Requisitions (PR).
• Coordinate the receiving, billing, Goods Receipt, and invoice submission processes.
• Monitor office supplies and ensure sufficient stock for daily operations.

6. Asset & Inventory Management

• Maintain records of company assets and administrative equipment.
• Conduct annual physical asset inventory of approximately 900–1,100 items in coordination with Accounting.
• Support the disposal or auction process of company assets when required.

7. Administrative Support

• Maintain administrative records and documents and coordinate outgoing documents.
• Support company activities and events, such as Chinese New Year and other corporate ceremonies.
• Perform other administrative duties and provide support as assigned by the supervisor.

Qualifications

• Bachelor’s degree in Business Administration, Management, Hospitality, or a related field.

• 1–2 years of experience in Office Administration, Facilities Management, Workplace Management, or related fields but also welcome new graduated.

• Good coordination, communication, and problem-solving skills.

• Good organizational skills with the ability to manage multiple tasks simultaneously.

• Good knowledge of MS Office (Word, Excel, PowerPoint).

• Service-minded, proactive, detail-oriented, and able to work well with internal and external stakeholders.