Office Administration

• Oversee general office operations and ensure a well-organized working environment.
• Receive visitors and direct them appropriately while maintaining a professional image of the organization.
• Manage office correspondence including emails, phone calls, and mail distribution.
• Schedule and coordinate meetings, appointments, and conference room bookings.
• Support in organizing office functions and events when required.

Documentation and Record Management

• Maintain accurate filing systems (electronic and physical) for easy retrieval of documents.
• Prepare, format, and edit letters, reports, and other official documents.
• Maintain and update office databases, records, and logs.
• Handle confidential information with discretion and integrity.

Procurement and Office Supplies

• Monitor inventory of office supplies and place orders when necessary.
• Ensure timely delivery and proper storage of purchased goods and materials.
• Maintain updated records of suppliers, quotations, and purchases.

Finance and Administrative Support

• Support with petty cash management and reimbursement processes.
• Assist in preparing expense reports and maintaining financial records.
• Liaise with the finance team for payments, invoicing, and documentation follow-ups.

HR and Staff Support

• Assist in maintaining staff attendance and leave records.
• Coordinate logistical arrangements for meetings, trainings, and staff travel.
• Support onboarding processes for new employees by preparing documentation and office setup.

Communication and Coordination

• Serve as a communication link between departments to ensure smooth information flow.
• Draft and circulate internal memos, meeting minutes, and notices.
• Ensure timely dissemination of information to staff and stakeholders.

Other Duties

• Provide administrative support to different departments as needed.
• Perform any other related duties assigned by management to support office operations.

KEY REQUIREMENT SKILLS AND QUALIFICATION

• Diploma or Degree in Business Administration, Office Management, or a related field
• Minimum of 3 years of relevant administrative experience
• Prior experience in a construction or engineering company will be an added advantage
• Proficiency in MS Office (Word, Excel, PowerPoint, Outlook)
• Excellent organizational, communication, and interpersonal skills
• Ability to multitask, prioritize, and work under minimal supervision
• Strong attention to detail and problem-solving abilities