RESPONSIBILITIES:
Office Management
Oversee day-to-day office operations to ensure a clean, safe, and efficient working environment.
Manage front desk operations and supervise administrative staff.
Maintain office supplies, equipment, and inventory; ensure timely restocking and maintenance.
Coordinate office layout planning, workstation assignments, seating charts, and office moves.
Ensure all office infrastructure (internet, power, utilities) functions optimally and liaise with service providers where needed.
Administrative Oversight
Develop and implement administrative procedures, standards, and policies.
Manage document control, filing systems, and administrative workflows for efficiency and compliance.
Support HR with onboarding logistics, ID cards, workspace setup, and induction arrangements.
Handle correspondence, memos, and internal communications where necessary.
Vendor & Facility Management
Manage relationships with vendors, suppliers, cleaners, security, and facility partners.
Review and negotiate contracts to ensure cost-effective services.
Track and manage facility maintenance, repairs, and service schedules.
Ensure compliance with health, safety, and environmental standards within the office.
Budget & Procurement
Prepare and manage the administrative budget, ensuring cost control and optimal resource utilisation.
Process purchase requests, vendor payments, and administrative expenses in line with company policies.
Maintain an updated asset register for office equipment and furniture.
Support Services
Coordinate meeting room bookings, events, and logistics for company functions.
Oversee travel arrangements, accommodation, and logistics for staff where applicable.
Provide administrative support to senior management as required.
Qualifications
Proven experience in an administrative support or office management role, with a preference for experience supporting senior executives.
Exceptional organizational and time-management skills with the ability to prioritize and manage multiple tasks in a fast-paced environment.
Strong organisational and multitasking ability
Excellent communication and interpersonal skills
High attention to detail
People management and leadership skills
Vendor and budget management capability
Strong negotiation and documentation skill
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with office management software.
High level of professionalism, discretion, and the ability to handle sensitive information.
A proactive approach to problem-solving and process improvement.
Bachelor's degree in Business Administration, Office Management, or a related field is preferred.