Office Administrator

Department: Administration Operations

Job Summary

We are looking for an organized and responsible Office Administrator to manage day-to-day office administration, documentation, coordination, and operational activities. The candidate will ensure smooth functioning of the office and provide administrative support to the sales, service, accounts, and management teams.

Key Responsibilities

• Manage day-to-day office administration and operational activities.
• Maintain and organize company records, documents, files, and correspondence.
• Handle incoming and outgoing calls, emails, courier, and office communication.
• Coordinate with sales, service, accounts, logistics, and management teams.
• Prepare and maintain quotations, invoices, purchase orders, delivery documents, and other required paperwork.
• Maintain office inventory, stationery, and consumables.
• Coordinate with vendors, suppliers, courier companies, and other service providers.
• Maintain records of company assets, equipment, and office supplies.
• Assist in preparation of reports, MIS, spreadsheets, and presentations.
• Maintain customer and vendor databases and update records regularly.
• Coordinate meetings, appointments, travel arrangements, and other administrative requirements.
• Support the team in tender documentation and submission-related administrative work when required.
• Maintain proper filing of certificates, licenses, agreements, purchase documents, and company records.
• Follow up with internal teams and external parties for pending documents and requirements.
• Assist the accounts team with basic documentation related to payments, invoices, expenses, and collections.
• Ensure the office is maintained in a professional, clean, and organized manner.
• Perform other administrative responsibilities assigned by management.

Required Skills

• Good communication and interpersonal skills.
• Strong organizational and time-management abilities.
• Good knowledge of MS Excel, Word, PowerPoint, and email communication.
• Ability to maintain accurate records and documentation.
• Good follow-up and coordination skills.
• Ability to handle multiple tasks efficiently.
• Professional attitude and attention to detail.
• Basic understanding of billing, purchase orders, invoices, and office documentation.
• Ability to work independently as well as coordinate with different departments.

Qualification & Experience

• Graduate in any discipline.
• 1 to 4 years of experience in office administration, back-office operations, or a similar role.
• Experience in a medical device, healthcare, trading, or distribution company will be an advantage.

Key Performance Indicators (KPIs)

• Smooth day-to-day office operations.
• Accuracy and timely completion of documentation.
• Proper maintenance of records and databases.
• Timely coordination and follow-up with internal and external stakeholders.
• Office inventory and asset management.
• Timely support to sales, service, accounts, and management teams.
• Effective handling of administrative tasks and correspondence.