Office Administrator

About the role

The Office Administrator is responsible for providing administrative and operational support to ensure the smooth day-to-day running of the office. The role coordinates office facilities and maintenance, supplies and pantry, vendors, visitor management, name card requests, office assets, licensing, petty cash and payment administration, and logistical support for staff welfare and company activities. The role is expected to maintain an organized, well-supported and comfortable workplace while ensuring administrative matters are completed accurately and on time.

Key responsibilities

• Manage office administration and day-to-day operational matters.
• Coordinate renewal of business licenses, tenancy and other office-related licenses.
• Manage employee name card requests and visitor registration.
• Coordinate office cleaning, maintenance, repairs and servicing with vendors and Building Management.
• Monitor and replenish pantry supplies, stationery, toiletries and other office necessities.
• Liaise with vendors for quotations, purchases, services and scheduling.
• Manage petty cash, receipts and reconciliation for approved office expenses.
• Prepare Purchase Requisition Forms (PRF) and supporting documents for Finance processing.
• Coordinate office assets and equipment with the IT Specialist, including storage and disposal.
• Manage management parking cards, office keys and related records.
• Provide administrative support for SOP and departmental process documentation.
• Prepare minutes for monthly meetings.
• Maintain proper administrative records, filing and supporting documents.
• Perform other office administration duties as required

Requirement

• Diploma or equivalent qualification in Business Administration, Office Administration or a related field
• Relevant experience in office administration, facilities coordination, vendor management or general administrative support is preferred
• Proficiency in Microsoft 365 and general office administration
• Good organization, documentation, communication (English and Bahasa Malaysia) and time-management skills
• Basic understanding of petty cash, payment request documentation and office expense administration
• Resourceful, reliable and able to handle routine office issues with appropriate follow-up