Office Administrator

The Role:

The Office Administrator plays a crucial role in supporting overall operations of the office. She is responsible for the welfare of the employees, welcome visitors, answer phones and emails for the company.

Job Responsibilities:

• Welcome guests, answer calls, emails, texts, and handle courier/delivery arrangements
• General filing, open letterbox, and filter all incoming letters or couriers
• Handle and manage office facilities (e.g. cleanliness, office machines, aircon, door access etc)
• Ensure all facility-related issues are resolved promptly for optimal staff experience
• Act as the contact person for liaison with office building management
• Act as a fire warden and first aider for the office; attend training and manage fire evacuation drills and first aid response
• Maintain accurate records of pantry items, office stationery, and company-issued equipment inventory
• Keep track and order stationeries and pantry supplies
• Liaise with vendors on procurement, goods deliveries/receiving, invoicing, and payment matters
• Coordinate with all departments to ensure smooth daily operations
• Provide clerical and administrative support to the departments and CHRO.
• Assist in interview arrangements
• Assist in employee onboarding and offboarding processes, including documentation and system updates
• New hire preparation (e.g. name card, door access, workstation setup etc)
• Assist in employee welfare and benefits
• Maintain and organize files, databases, and job records
• Assist in organizing company or social events and internal meetings
• Assist with necessary travel visa applications
• Any other ad hoc duties assigned

Job Requirements:

• GCE ‘A’ Level, Higher Nitec or Diploma in Business / Finance / Human Resources
• At least 2 years’ of experience in managing office administration
• Good communication skills, good teamwork skills
• Bilingual in English and Chinese to handle English-Chinese translation
• Strong sense of responsibility.
• Proficient in Microsoft Office (Words, Excel, Powerpoint)
• Experience in XERO accounting (Preferred)
• Highly organized, detailed oriented and deadline focused
• Excellent problem-solving and time-management skills