The Office Administrator is responsible for ensuring smooth and efficient day-to-day office operations while delivering excellent administrative and coordination support across the organization. This role oversees office management, vendor coordination, travel arrangements, company events, and general administrative activities while supporting a positive employee and guest experience.
The ideal candidate is highly organized, service-minded, proactive, and able to manage multiple priorities in a fast-paced environment.
Key Responsibilities
1. Office Administration & Operations
- Manage incoming calls, emails, correspondence, and welcome company guests professionally
- Maintain office supplies, inventory, and purchasing processes to ensure adequate stock levels at all times
- Coordinate with vendors and suppliers for office-related services and procurement activities
- Prepare purchase orders (PO), invoices, reports, and related administrative documentation
- Coordinate office maintenance and ensure office equipment and facilities are functioning effectively
- Work closely with IT to support office operations including printing, scanning, filing systems, meeting room setup, and office equipment coordination
2. Travel & Guest Coordination
- Arrange business travel including flight bookings, hotel accommodations, transportation, and travel itineraries for employees and visitors
- Coordinate guest hospitality arrangements including accommodation, transportation, welcome banners, meals, gifts, souvenirs, and meeting logistics
- Ensure smooth and professional guest experience during company visits and events
3. Event & Employee Engagement Support
- Support the organization and coordination of company events, social activities, town halls, company retreats, and CSR activities
- Coordinate logistics, venue preparation, communication, and administrative support for internal events and activities
- Assist in creating a positive workplace environment and employee experience
4. HR & Administrative Support
- Attend and support all company activities and events as required
- Maintain accurate administrative records and filing systems
- Prepare reports, meeting minutes, and presentation materials when required
- Provide regular updates and progress reports to management
- Build strong working relationships with executives, management, employees, vendors, and external stakeholders
- Support HR back-office operations and administrative activities as assigned
