Office Administrator

1. Daily Administrative Operations

• Act as the single point of contact for all administrative tasks and office infrastructure.
• Ensure smooth daily operations of the office, including office supplies, service providers, and overall facility management.
• Oversee procurement and timely maintenance of office assets and infrastructure, ensuring alignment with industry regulations and compliance standards .
• Manage petty cash purchases, general repairs, and vendor coordination for routine maintenance.
• Support employee travel logistics and collaborate with internal stakeholders to ensure infrastructure and travel services meet operational and compliance requirements.

2. Vendor Management & Procurement

• Source, evaluate, and onboard vendors, including negotiating contracts and maintaining service quality.
• Oversee purchase order (PO) creation and invoice processing.

3. Health, Safety & Environment (HSE) Audit

• Coordinate local implementation of health and safety practices under guidance from the Risk Management team.
• Facilitate emergency drills, ergonomics support, and maintain first aid/CPR programs.
• Participate in the safety committee and maintain HSE equipment and documentation.

4. Agreements & Contracts

• Ensure timely renewals and execution of agreements with service providers and vendors.

5. Employee Travel Management

• Act as the primary point of contact for all employee travel-related needs.
• Organize and manage domestic and international travel arrangements, including flights, accommodation, transportation, and necessary travel services.
• Ensure travel bookings are cost-effective, policy-compliant, and delivered in a timely manner.
• Coordinate closely with the Finance team for accurate and timely travel-related reimbursements and reconciliations

6. Events & Exhibitions

• Plan and execute company events, offsites, and exhibitions, including venue booking, logistics, and vendor coordination.
• Manage budgets, event setup/teardown, and ensure smooth event execution.

7. Manpower Handling

• Oversee onboarding and training of contractual/in-house support staff.
• Monitor attendance, overtime, and salary disbursement coordination in collaboration with the staffing agency.

8. Real Estate & Office Infrastructure

• Identify and evaluate office space options aligned with business needs.
• Coordinate lease agreements, renewals, and infrastructure setup as per legal and operational standards.

9. Documentation & Record Keeping

• Maintain organized digital records of invoices, contracts, and front desk logs.
• Ensure updated documentation for audits and compliance.

Qualifications & Skills:

• Bachelor’s degree in business administration, or related field.
• 1-2 years of experience in office administration, vendor management, or operations.
• Ability to multitask, prioritize, and execute under pressure.
• Experience managing workplace health and safety programs.
• Prior involvement in real estate leasing and infrastructure setup.
• Exposure to managing travel and event logistics for large teams.