Job Responsibilities

Support the Head of Administration and General Services in planning, managing, and monitoring the overall Administration function to ensure efficient office operations and high-quality support services.
Oversee the day-to-day administration of office management, leasing, procurement of office supplies and equipment, document management, reception, mailing and messenger services, and company vehicle administration.
Lead, coach, and manage Administration Staff, Receptionists, Drivers, Messenger, and Office Maid to ensure effective service delivery, efficient resource utilization, and compliance with Company standards.
Implement, monitor, and continuously improve administrative policies, procedures, work processes, and internal controls, while recommending improvements to enhance operational efficiency and service quality.
Coordinate and oversee office renovation, maintenance, workspace planning, and facilities management by working closely with landlords, contractors, and service providers to ensure a safe, functional, and professional working environment.
Manage the procurement, utilization, maintenance, and disposal of office equipment, furniture, materials, and Company assets in accordance with Company policies, approved budgets, and procurement procedures.
Monitor and control departmental operating expenses, vendor performance, and office support resources, and recommend cost optimization initiatives while maintaining agreed service standards.
Ensure compliance with Company policies, Group Standards of Service, and established administrative procedures; identify operational risks, investigate significant issues, and provide recommendations to the Head of Administration and General Services.
Prepare management reports, analyses, budgets, and recommendations to support decision-making, and assist the Head of Administration and General Services in driving departmental initiatives, strategic projects, and other assignments as required.

Qualifications

Bachelor's degree in Business Administration, Management or a related field.
At least 3-5years of experience in Administration, Office Management, Facilities Management, or General Services, with 1-2 years in a supervisory or managerial role.
Strong knowledge of office administration, procurement, facilities management, and asset management.
Experience in vendor management, contract administration, and office renovation projects.
Good understanding of budgeting, cost control, and administrative operations.
Strong leadership, coaching, and team management skills.
Excellent communication, coordination, and stakeholder management skills.
Strong analytical, problem-solving, and decision-making abilities.
Good command of spoken and written English.
Proficient in Microsoft Office applications and relevant administration systems.

Administrative Assistant Office Manager