Office Administrator

We are looking for a responsible and well-organized Office Administrator to support the day-to-day administrative, HR, general affairs and internal control functions of the company.

The successful candidate will help ensure smooth office operations, maintain proper documentation and records, coordinate employee-related administrative matters, and provide general support across departments.

Key Responsibilities: Administration

• Manage all routine administrative paperwork, including invoicing, delivery orders, payment vouchers, and service records.
• Maintain organized filing systems for customers, suppliers, and technical project documentation.
• Coordinate workplace safety, company transport, and key group and customer insurance files.
• Oversee personnel documentation, internal phone directories, and employee exit clearance processes.

Human Resources Administration

• Track daily employee attendance, time-in records, and leave requests using the in-house HRMS system.
• Process monthly expenses claim and maintain up-to-date HR policy documentation.
• Assist with recruitment by scheduling candidate interviews and setting up new hire profiles.
• Support overall onboarding, offboarding, and employee insurance administrative processes

Office & General Affairs

• Handle incoming calls, receive deliveries, and manage stock for stationery, office supplies, and pantry items.
• Plan and execute staff engagement events, monthly birthday parties, and festive celebrations.
• Provide general administrative support for company.

Internal Control & Documentation

• Maintain structured filing systems for petty cash, payment vouchers, and service agreements/reports.
• Assist in organizing quarterly stock counts and preparing required documentation for HQ audits.
• Maintain requisition forms and related approval records.
• Ensure all administrative files remain current, compliant, and easy to retrieve for review.

Training & Technical Administration

• Maintain accurate records of training completions, course materials, and employee certifications.

Requirements

• Previous experience in office administration, HR administration or a similar administrative role will be advantageous.
• Good organizational and time-management skills.
• Detail-oriented with the ability to maintain accurate records and documentation.
• Comfortable handling multiple administrative tasks and coordinating across different departments.
• Proficient in Microsoft Office applications such as Word, Excel and Outlook.
• Good written and verbal communication skills.
• Able to work independently while supporting the wider team.
• Responsible, organized and willing to assist with general office matters when required.