We're on the hunt for an organised, energetic, proactive and people-friendly Office Administrator to help keep our workplace running smoothly and support the day-to-day operations of our office. The successful candidate will play a key role in providing administrative support to staff, management, clients, and visitors alike.

Key Responsibilities

Manning of the reception area, handling incoming calls, dealing with queries, taking messages and other reception duties that may be required.
Being responsible for the company security checks from the desk, namely managing the visitors’ book and any other checks that may be required.
Calculate employee work hours, including overtime hours and any other required adjustments in preparation for payroll processing.
Checking that employee punching information is complete, contacting various Supervisor/Heads of departments to clarify about any missing information or absentees, and updating the system accordingly.
Administering the stock of consumables, and physically assessing what stock needs to be replenished, negotiation with relevant suppliers and ordering mentioned stock.
Handle the logistics and coordination of office-related maintenance and/or repairs as needed.
Copying, scanning and filing documents in both soft and hard copy formats according to requirements.
Preparing, registering and bagging of outgoing mail, including client documents, cheque payments or any other important documentation.
Handling and preparing books, proofs, and any other items to be sent by courier to the clients, involving verifying the quantity of the books to be sent, proper packing and filling in the necessary paperwork and/or online systems.
Working together with the HR Manager in planning and organising company events.
Transaction postings into the Accounting System and other systems (including job costings, supplier invoices, journals).
Assisting with the administration of the invoicing process.
Sending requested copies of invoices and statements by email.
Preparing foreign payments via the online portal.
Filing of financial documents (physical and soft copies).
Various basic but time-consuming reconciliations.
Performing any other duties which may be assigned from time to time and supporting all departments with administrative tasks as required.

Requirements

Previous experience in an administrative, office support, or similar role.
Excellent organisational and time-management skills.
Strong written and verbal communication abilities.
Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
Ability to multitask and prioritise workload effectively.
High level of accuracy and attention to detail.
Professional, reliable, and people-friendly approach.

How to Apply

Interested candidates are encouraged to apply.

Office Administrator

Job Description