Office Administration & Compliance Officer

1. Job Summary
The Office Administration & Compliance Officer is responsible for managing day-to-day office administration, maintaining statutory and regulatory compliance records, coordinating with internal departments and external agencies, and ensuring the smooth and efficient functioning of office operations. The role also involves monitoring compliance deadlines, maintaining documentation, and supporting management in implementing company policies and procedures.
2. Key Responsibilities.
A. Office Administration
Manage daily office operations and ensure the smooth functioning of administrative activities.
Maintain office records, files, registers, correspondence, and documentation.
Coordinate office supplies, stationery, equipment, maintenance, and vendor management.
Handle incoming and outgoing communications, emails, calls, and official correspondence.
Coordinate meetings, appointments, travel arrangements, and other administrative requirements.
Maintain attendance records, leave records, and other employee-related administrative documents, as assigned.
Liaise with vendors, service providers, consultants, and government departments.
Monitor administrative expenses and assist with budget control and cost management.
B. Compliance Management
Ensure compliance with applicable statutory, legal, regulatory, and company requirements.
Maintain and update statutory registers, licences, certificates, approvals, and compliance records.
Track compliance deadlines and ensure timely filing, submission, renewal, and reporting.
Coordinate with HR, Finance, Legal, consultants, and external agencies for compliance-related matters.
Assist in compliance with applicable labour laws, employment regulations, and workplace policies.
Maintain documentation relating to inspections, audits, notices, and regulatory submissions.
Monitor changes in applicable laws and regulations and communicate relevant updates to management.
Support internal and external audits and ensure timely closure of compliance observations.
Maintain confidentiality and proper security of sensitive company information.
C. Reporting and Coordination
Prepare periodic administrative and compliance status reports for management.
Maintain compliance calendars, checklists, trackers, and follow-up records.
Follow up with relevant departments to obtain documents and complete pending compliance activities.
Identify administrative gaps and compliance risks and escalate them to management.
Assist in developing and implementing standard operating procedures (SOPs) and internal policies.
3. Qualifications and Experience
Bachelor’s degree in Business Administration, Commerce, Human Resources, or a related field.
Relevant certification or training in labour law, statutory compliance, or office administration is an advantage.
1–2 years of relevant experience in office administration and compliance.
Working knowledge of applicable statutory requirements and regulatory procedures relevant to the company’s industry.
Proficiency in MS Office, particularly Excel, Word, email, and digital record management.
4. Required Skills
Strong organizational and administrative skills.
Good knowledge of documentation and record management.
Understanding of statutory compliance requirements and deadlines.
Excellent written and verbal communication skills.
Attention to detail and ability to maintain accurate records.
Time management, problem-solving, and follow-up skills.
Ability to coordinate with multiple departments and external stakeholders.
Integrity, confidentiality, and a high level of professional responsibility.
5. Key Performance Indicators (KPIs)
Timely completion of assigned compliance activities and renewals.
Accuracy and completeness of administrative and statutory records.
Timely submission of reports and documentation.
Audit readiness and closure of compliance observations within agreed timelines.
Efficient management of office resources and administrative expenses.
Timely resolution of administrative requests and issues.
6. General Responsibilities
Follow company policies, procedures, and applicable laws.
Maintain professional conduct and confidentiality.
Perform other administrative and compliance-related duties assigned by management, consistent with the role.

Work arrangement
No