OFFICE ADMINISTRATOR

The Office Administration Specialist is responsible for supporting the efficient day-to-day operation of the Company office through effective administrative coordination, document and records management, basic billing and payment administration, petty cash support, facility coordination, and general office support. The position serves as a key administrative liaison among management, employees, vendors, building management, and external accounting service providers.

A. Office Administration and Coordination

• Oversee and support the smooth day-to-day functioning of the office and administrative processes.
• Provide administrative support to management and employees, including correspondence, document preparation, scheduling, and coordination.
• Receive and welcome visitors and direct them to the appropriate office or personnel.
• Answer and route telephone calls and respond to routine office emails and inquiries.
• Coordinate appointments, meetings, conference room schedules, and other office activities.
• Perform other related administrative duties as assigned by the immediate superior.

B. Document, Records and Data Management

• Prepare, scan, organize, file, retrieve, and maintain physical and electronic documents.
• Maintain general office files, including job files, vendor files, and other records related to Company operations.
• Ensure records are complete, accurate, properly filed, protected, retained, and disposed of in accordance with Company procedures.
• Review and verify reports, data, and supporting documents for completeness and accuracy.
• Coordinate with relevant departments to resolve discrepancies, missing information, or documentation issues.
• Prepare office correspondence, memoranda, reports, presentations, and other administrative documents as required.

C. Purchasing of Office Supplies Management

• Monitor office supply levels and maintain accurate inventory records.
• Prepare purchase requests and coordinate ordering with approved suppliers and relevant departments.
• Ensure purchased items are properly received, documented, stored, and used cost-effectively.
• Coordinate with vendors and internal stakeholders regarding quotations, orders, deliveries, and related documentation.

D. Billing, Accounts Payable / Receivable and Petty Cash Support

• Maintain and monitor billing schedules, due dates, and supporting documentation.
• Assist in the timely preparation, issuance, recording, and tracking of billings.
• Monitor accounts receivable and accounts payable records and coordinate with the outsourced accounting provider for processing and recording.
• Assist with invoicing and other basic bookkeeping and accounting-related administrative tasks within the scope of the position.
• Administer and monitor daily petty cash expenditures and expense documentation in accordance with Company policies.
• Ensure supporting receipts and documents are complete, properly recorded, and submitted to the appropriate accounting personnel or service provider.

E. Facilities, Maintenance and Asset Coordination

• Coordinate with building management regarding office maintenance, repairs, utilities, and other facility-related concerns.
• Monitor the condition and proper upkeep of Company office assets and equipment.
• Coordinate repair, maintenance, and service requirements and follow through until completion.
• Maintain appropriate records for office assets, equipment, and related service documentation.

F. Cross-Functional and External Coordination

• Coordinate with different departments to obtain information, documents, approvals, and support required for administrative transactions.
• Work closely with the outsourced accounting company and other external service providers on matters within the position's responsibility.
• Coordinate with suppliers, vendors, building management, and other external parties in a professional and timely manner.
• Maintain confidentiality and exercise appropriate care in handling Company, employee, financial, vendor, and operational information.

Qualifications/Requirements:

• At least 2–3 years of relevant experience in office administration, accounting support, purchasing, or a related function.
• Bachelor's degree in Accounting, Business Administration, or another relevant field.
• Proficient in Microsoft Office and other productivity tools used for data, documentation, reports, and office operations.
• Experience with CRM or other business systems is an advantage.
• Working knowledge of common government, sales, billing, purchasing, and business documents relevant to the position.
• Strong attention to detail, accuracy, organization, and document management skills.
• Strong written and verbal communication and interpersonal skills.
• Good analytical and problem-solving skills.
• Ability to manage multiple priorities and work within established deadlines.
• Service-oriented, dependable, and able to work effectively with different departments and external parties.
• Demonstrates integrity and appropriate discretion when handling confidential Company information.

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