Office Administration Manager

Key Responsibilities

1. Office & Administrative Management

Manage the day-to-day administration of the head office. Maintain proper filing systems, records, contracts, licences and company documents. Manage office supplies, equipment, stationery and administrative expenses. Coordinate office maintenance, repairs, vendors and service providers. Assist in administrative purchasing and office-related procurement. Obtain quotations where required and maintain proper purchasing records. Monitor administrative expenses and identify unnecessary costs. Ensure purchases are properly approved before commitment. Ensure all administrative processes are properly documented and followed.

1. Outlet Administrative Support

Provide administrative support to all restaurants and operating outlets. Coordinate outlet documentation, licences, certificates, permits and renewals. Maintain proper records for outlet contracts, tenancy matters, insurance and other important documents. Follow up with outlet managers on outstanding administrative matters. Ensure outlet submissions and reports are completed accurately and on time.

1. Management Support

Provide administrative support directly to management. Prepare documents, reports, schedules, meeting materials and correspondence. Follow up on instructions given by management and ensure matters are closed properly. Maintain a clear list of outstanding tasks and deadlines. Escalate delays, problems or non-compliance to management promptly.

1. Vendor & Contract Administration

Coordinate with suppliers, contractors, insurance brokers, service providers and other external parties. Maintain a central record of contracts, quotations, invoices and renewal dates. Follow up on outstanding quotations, invoices, works and services.

1. Systems & Reporting

Maintain organised digital and physical filing systems. Improve administrative workflows and introduce more efficient systems where possible. Prepare regular administrative reports for management. Use Microsoft Office / Google Workspace and other relevant systems effectively.

1. Insurance, ISO & Compliance Administration

Manage the Company’s insurance policies, including property, liability and employee-related coverage. Maintain accurate insurance records, policy details, premiums and renewal dates. Manage and coordinate the renewal of ISO, Halal and other corporate certifications. Monitor policy expiry dates and coordinate timely renewals. Liaise with insurers, brokers and internal departments on quotations, renewals and policy matters. Obtain and compare insurance quotations and renewal proposals for management review. Maintain proper records of policies, certificates, endorsements and related documents. Coordinate insurance claims, amendments and other policy-related matters when required. Work with Finance on premium payments, refunds and related documentation. Ensure insurance documents are properly maintained for audits, contracts and business needs.

Job Requirements Diploma/Degree in Business, HR, Management, or related field. Minimum 5 years of relevant administrative/office management experience. F&B, retail, hospitality, or multi-outlet experience preferred. Strong English communication and interpersonal skills. Proficient in Microsoft Office, Excel, Word, and Google Workspace. Strong organisational, coordination, and follow-up skills. Able to work independently in a fast-paced environment. Responsible, proactive, and able to handle confidential information. Able to manage multiple priorities and meet deadlines. Strong ownership and problem-solving skills.