Assistant Administration Manager

Role & responsibilities

Job description

1. Office Administration

• Manage day-to-day office operations and ensure smooth functioning.
• Maintain office discipline, cleanliness, and professional standards.
• Coordinate office supplies, stationery, pantry, housekeeping, and other administrative requirements.
• Maintain records of office assets, equipment, and consumables.
• Monitor and coordinate repairs, maintenance, and facility-related issues.
• Coordinate with vendors, service providers, and building management.

2. Employee Support

• Support employees with day-to-day administrative requirements.
• Coordinate employee ID cards, access cards, stationery, and other office requirements.
• Assist HR in onboarding arrangements for new employees.
• Coordinate seating arrangements, workstation allocation, and basic joining requirements.
• Support HR in maintaining employee-related administrative records.

3. Documentation & Records

• Maintain office files, registers, bills, invoices, agreements, and administrative documents.
• Ensure proper filing and easy retrieval of records.
• Prepare basic reports, statements, letters, and administrative documents.
• Maintain confidentiality of company and employee information.

4. Vendor & Purchase Coordination

• Coordinate with vendors for office supplies, maintenance, housekeeping, security, stationery, and other services.
• Obtain quotations and coordinate purchase requirements as instructed.
• Track pending orders, deliveries, bills, and payments.
• Maintain vendor contact details and service records.

5. Meetings & Events

• Arrange meeting rooms, seating, refreshments, and other requirements for meetings.
• Coordinate internal meetings, employee activities, celebrations, and office events.
• Support management and HR in organising company programmes and functions.

6. Travel & Logistics

• Assist with employee and management travel arrangements when required.
• Coordinate transportation, accommodation, cabs, and related logistics.
• Maintain travel-related records and supporting documents.

7. Facilities & Safety

• Coordinate housekeeping, security, pest control, electrical, plumbing, internet, and other facility requirements.
• Report and follow up on maintenance issues.
• Ensure basic workplace safety and emergency arrangements are maintained.
• Coordinate with the concerned teams for quick resolution of facility issues.

8. Management Support

• Provide administrative support to management and different departments.
• Coordinate inter-departmental administrative requirements.
• Prepare daily/weekly administrative updates when required.
• Handle confidential information responsibly.
• Perform other administrative duties assigned by management or HR.

Preferred candidate profile

Key Skills Required

• Good communication and interpersonal skills
• Professional appearance and positive attitude
• Good organisational and coordination skills
• MS Office / Google Workspace knowledge
• Documentation and record-management skills
• Vendor and facility coordination
• Time management and multitasking
• Problem-solving ability