Administrative Officer

Responsibilities:

Office Coordination:

• Coordinate daily office activities and operations to maximize efficiency and compliance with company policies.
• Implement and improve administrative systems, processes, and policies.

Office & Facilities Management:

• Oversee office maintenance, cleanliness, safety, and security to ensure a productive work environment.
• Manage relationships with vendors, service providers, and maintenance personnel.
• Monitor and manage office supplies, equipment, and inventory to ensure cost-effectiveness and availability

Executive & Staff Support:

• Provide direct administrative support to management, including scheduling, office space meeting coordination, minute-taking, and report preparation.
• Act as a central point of contact for internal and external queries, directing them to appropriate departments.
• Assist in organizing company events, meetings, training sessions, and staff functions.

Records & Compliance Management

• Maintain and organize physical and digital filing systems, ensuring confidentiality and proper handling of sensitive information.
• Ensure compliance with office policies, procedures, and regulatory requirements.
• Maintain accurate records of office expenses, supplies, and facility-related documentation.

Cross-Functional Support:

• Support HR with employee record maintenance, onboarding coordination, leave management, and attendance tracking.
• Collaborate with finance and procurement teams on administrative budgeting and expense reporting.
• Prepare and submit (daily, weekly, and monthly)periodic administrative reports to the management.

Process Improvement & Team Development:

• Identify opportunities for process improvements and cost savings within administrative functions.
• Train, mentor, and develop administrative staff to enhance skills and performance.
• Foster a collaborative, professional, and positive office culture.

Requirements:

• Bachelor's degree in Business Administration, Public Administration, Management, Human Resources, or a related field.
• Minimum of 4 years of experience in an administrative, office management, or operations support role.
• Experience managing office facilities, vendors, procurement processes, inventory, and company assets.
• Strong knowledge of administrative procedures, documentation, records management, and office operations.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and Google Workspace.
• Excellent written and verbal communication skills.
• Strong organizational, planning, and multitasking abilities with attention to detail.
• Ability to coordinate multiple activities, prioritize tasks, and meet deadlines in a fast-paced environment.
• Experience handling travel arrangements, staff welfare matters, office maintenance, and logistics coordination.
• Strong problem-solving skills and ability to take initiative in resolving administrative issues.
• Ability to maintain confidentiality and exercise sound judgment when handling sensitive information.