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Role DescriptionWe are seeking an exceptionally organized, proactive, and detail-oriented Admin Assistant / Office Coordinator / Admin Officer 📑✨ to join our core operations team and keep our day-to-day administrative engine running smoothly! In this pivotal entry-to-mid level role, you will report directly to the Office Manager, Administrative Lead, or Operations Lead 📊 and collaborate closely with Internal Operations, Finance, Human Resources, Procurement, Building Management, and External Vendors 🤝. You will be responsible for managing essential office routines, streamlining administrative workflows, and ensuring a functional, welcoming workplace environment 🏢. Responsibilities include managing front desk reception workflows 🛎️, ordering and maintaining office supply inventories 📦, coordinating facility maintenance, scheduling travel logistics and executive calendars ✈️, handling official correspondence, and assisting with petty cash and vendor invoice verification 💳. Success in this position requires high organizational discipline, proficiency in office software and spreadsheets 📈, strong communication skills, strict data confidentiality 🔒, and a proactive, service-minded approach to supporting workplace productivity! 🚀
Qualifications
🎓 Education: Bachelor's degree or Diploma in Business Administration, Office Management, Corporate Communications, Secretarial Studies, or a related field. 💼 Office Administration & Facility Coordination: 1–2 years of practical experience supporting office operations, managing front desk reception workflows, handling facilities maintenance, and coordinating office equipment servicing. 🤝 Vendor Management & Basic Procurement: Hands-on experience sourcing office suppliers, requesting comparative quotes, preparing purchase requisitions, auditing vendor delivery orders, and monitoring office inventory levels. ✈️ Travel & Calendar Management: Demonstrated ability to manage multi-party meeting schedules, coordinate executive travel itineraries (flights, hotels, visas, and ground transport), and reserve meeting facilities. 📁 Document Management & Record Control: Proficiency in setting up and maintaining structured physical and digital document archiving systems, ensuring proper document version control, record retention, and instant retrieval. 💻 Software & Office Suite Proficiency: Hands-on experience with modern cloud collaboration software and office applications (e.g., Microsoft 365, Google Workspace, Zoom, Teams, and Slack) 🛠️. 📊 Spreadsheet Proficiency & Reporting: Intermediate skills in Microsoft Excel / Google Sheets (VLOOKUP/XLOOKUP, Pivot Tables, SUMIFS, and data validation) 📈 to maintain inventory logs, expense tracking sheets, and operational rosters. 🔒 Data Protection & Confidentiality: Absolute integrity, high ethical standards, and strict adherence to data privacy standards (e.g., PDPA/GDPR) when handling sensitive corporate documents and management correspondence. 🗣️ Communication & Interpersonal Skills: Clear, polite, and professional written and verbal communication skills to greet visitors, handle client inquiries, draft internal office announcements, and collaborate effectively with internal teams. 🌟 Professional Attributes: Exceptional organizational capabilities, strong problem-solving skills, keen attention to detail, high emotional intelligence, and a proactive, service-oriented approach to maintaining an efficient workspace! ⚡

Work arrangement
No