Office Administrator and Document Controller

The Office Administrator is responsible for overseeing day-to-day administrative operations and reception functions to ensure a smooth, efficient, and professional office environment. This role provides comprehensive support to multiple supervisors, manages corporate travel and documentation, and upholds high standards of office organization and service delivery.

Responsibilities:

• Manage reception duties, including answering, scanning and directing telephone calls, handling general enquiries, and greeting visitors in a professional manner.
• Maintain a courteous and efficient front-office environment at all times.

• Provide administrative support to multiple supervisors, including document preparation, filing, spreadsheet creation, and database maintenance.
• Maintain and update office personnel contact lists and internal records.
• Support the upkeep and integrity of ISO-related documentation.
• Preparing yearly timesheet template for regional office.
• Record meeting minutes during weekly HR/Administrative meetings.
• Provide general administrative assistance to colleagues where required.
• Collect updated and checked resumes from colleagues quarterly and upload them to SharePoint to support business development submissions.
• Carry out any other reasonable duties as assigned

• Manage the flow of incoming and outgoing documents, ensuring accuracy, proper filing, and version control.
• Maintain both physical and digital document control systems.
• Ensure documents are stored, archived, and retrieved per company standards.
• Monitor compliance with documentation standards (e.g., naming conventions, formatting).
• Distribute documents to relevant stakeholders and ensure timely approvals.
• Prepare documentation status reports as required.

• Arrange business travel itineraries, including travel insurance, flight bookings, and hotel accommodation.
• Coordinate with hotel partners to establish or renew corporate agreements for preferential room rates.
• Manage all business travel visa applications (online and offline), ensuring timely submission and compliance with requirements.
• Maintain accurate records of employees’ passports and ensure they remain valid for travel purposes.
• Update and track colleagues’ passport information in the system.

• Monitor and manage office supplies, place purchase orders, and coordinate deliveries.
• Oversee pantry stock replenishment and ensure proper maintenance of office equipment and supplies.
• Ensure the cleanliness and upkeep of the office environment, including coordinating semi-annual cleaning of air-conditioning vents and office chairs.
• Liaise with plant maintenance vendors regarding the upkeep or replacement of indoor plants.
• Perform routine office housekeeping tasks, including quarterly water filter replacements for dispensers.
• Assist in planning seasonal office decorations.

• Prepare Field Material Requisitions and Purchase
• Orders, including comparing supplier quotations to secure competitive pricing.
• Prepare Delivery Orders as needed.
• Coordinate local and international courier arrangements for documents and parcels.
• Conduct office-related errands when necessary.

Requirements:

• Certificate & Diploma in Business Administration, Office Management, or a related field.
• Minimum 8 years of experience in office administration, reception, or executive support roles.
• Experience in coordinating travel arrangements and handling visa applications is an advantage.
• Prior experience in a multinational or fast-paced environment is preferred.
• Strong proficiency in MS Office applications (Word, Excel, PowerPoint, Outlook).
• Excellent communication skills, both written and verbal.
• Strong organizational and time-management abilities with attention to detail.
• Ability to multitask, prioritize work, and meet deadlines efficiently.
• Good interpersonal skills with a professional and customer-oriented mindset.
• Ability to maintain confidentiality and handle sensitive information appropriately.
• Familiarity with filing systems, office equipment, and basic procurement processes.
• Professional, well-presented, and courteous at all times.
• Reliable, responsible, and able to work independently with minimal supervision.
• Proactive, resourceful, and adaptable to changing needs.
• Carry out any other ad hoc tasks assigned by management