Administration Manager

Key Responsibilities

1. General Administration

Manage daily administrative and clerical duties for the company. Handle incoming and outgoing correspondence, emails and documents. Prepare letters, forms, reports, notices and other administrative documents. Maintain proper filing systems for both physical and electronic records. Monitor office supplies, stationery and other administrative requirements. Coordinate with suppliers, service providers and external parties on administrative matters. Arrange meetings, appointments and administrative schedules when required. Assist management and various departments with ad-hoc administrative tasks.

1. Insurance Administration

Manage and maintain the company’s insurance policies and related documentation. Monitor insurance policy expiry dates and coordinate timely renewals. Liaise with insurance companies, brokers and relevant external parties on policy matters. Maintain an updated record of all company insurance policies, coverage and renewal dates. Assist in reviewing insurance quotations, renewal proposals and policy documents. Coordinate the submission of insurance-related documents and information required by insurers or brokers. Handle insurance claims by collecting supporting documents, submitting claims and following up on claim status. Liaise with relevant departments, employees, insurers and other parties regarding claims and required documentation. Follow up on outstanding insurance claims and ensure timely resolution. Maintain proper records of completed and ongoing insurance claims. Assist in identifying and reporting changes that may affect insurance coverage, such as new outlets, equipment, vehicles, business activities or other operational changes. Ensure required insurance certificates and documents are properly maintained and available when needed. Assist management in obtaining relevant insurance information for business operations, contracts and tenders.

1. Company Records & Compliance

Maintain proper records of company licences, certificates, contracts and other important documents. Monitor expiry dates of relevant licences, certificates, permits and insurance policies. Coordinate renewal applications and follow up with the relevant authorities or service providers. Ensure required documents are properly filed and readily available for audits or inspections. Assist in preparing documentation requested by management, auditors, government agencies or external parties. Ensure administrative processes follow company policies and SOPs.

1. Coordination & Operational Support

Coordinate administrative matters between departments, outlets, management and external parties. Assist operational teams with documentation and administrative requirements. Support new outlet or project openings with administrative documentation and coordination. Assist with vendor, contractor and service provider documentation. Provide administrative support during company events, meetings, audits or inspections.

1. Reporting & Documentation

Prepare administrative reports and summaries when required. Maintain updated tracking lists for insurance, licences, contracts and other important documents. Track renewal and expiry dates to prevent lapses in coverage or documentation. Prepare documentation and supporting information for management review. Ensure all records are accurate, complete and properly maintained.

Job Requirements Diploma or equivalent qualification in Business Administration, Management or a related field. Minimum 3 years of administrative experience. Experience handling insurance policies, renewals and claims will be an advantage. Proficient in Microsoft Office, particularly Word, Excel and Outlook. Good written and verbal communication skills. Good attention to detail and ability to maintain accurate records. Able to work independently and manage multiple tasks. Responsible, reliable and able to handle confidential information.