Administration Assistant

Role Purpose

The role holder will provide comprehensive administrative and operational support to ensure smooth day-to-day office functioning. This role is responsible for managing office systems, coordinating schedules, supporting meetings, and facilitating communication across internal and external stakeholders.

Key Duties and Responsibilities

Office Operations & Site Management

• Manage day-to-day office operations to ensure maximum efficiency and alignment with the company’s standards.
• Monitor and manage office supplies inventory including stationery and daily consumables and raise purchase requisitions.
• Coordinate office maintenance, cleanliness, and repairs, working closely with facilities and external vendors to maintain a conducive, safe and professional working environment.
• Actively support the promotion of occupational health and safety (OHS) awareness within the central support office.

Calendar and Meeting Management

• Schedule internal and external meetings, appointments, and multi-stakeholder engagements.
• Coordinate comprehensive meeting logistics, including physical venue booking, catering coordination, board/meeting room preparation, and virtual links (MS Teams/Zoom).
• Send calendar invites, agendas, and pre-meeting materials well in advance; track RSVPs.
• Attend assigned management meetings to take accurate, concise minutes, document action points, and follow up with respective department heads on deliverables.
• Provide high-level administrative support as requested.

Correspondence, Documentation & Project Tracking

• Handle all incoming and outgoing correspondence (emails, letters, phone inquiries) with the utmost professionalism.
• Maintain rigorous physical and digital filing systems, ensuring files are logically structured, securely stored, and easily accessible.
• Maintain absolute confidentiality regarding business records, sensitive employee details, and commercial information.
• Prepare, format, and edit corporate reports, presentations, and official documentation, ensuring strict version control and alignment with corporate branding guidelines.
• Support project execution across central support office by tracking timelines, milestones, and follow-ups on cross-functional initiatives.

Travel, Event Logistics & Stakeholder Liaison

• Arrange comprehensive local and international travel itineraries, including flight bookings, hotel accommodations, ground transport for staff.
• Coordinate logistics for company events, internal workshops, employee engagement initiatives, and high-profile external guest visits.

Financial Administration & Statutory Compliance

• Assist in processing invoices, tracking delivery notes, and managing purchase orders (POs) in alignment with procurement and finance workflows.
• Track and compile budgets for office-related operational expenses (OPEX), highlighting variances to the manager.
• Liaise with external service providers and vendors regarding invoicing, contract renewals, and service delivery.
• Support internal and external corporate audit processes by organizing and retrieving required administrative documentation.
• Assist in compiling and maintaining regulatory, statutory, and licensing documentation relevant to our business operations.

Minimum Requirements

• Bachelor’s degree in Business Administration, Secretarial Studies, Office Management, or a related field.
• Professional certification in secretarial or administrative studies is an added advantage.
• Minimum 1 year experience as an Administrative Assistant or Executive Assistant in FMCG.
• Advanced skills in Microsoft Office Suite (Word, Excel, PowerPoint) and MS Teams.
• Experience and knowledge of ERP systems such as SAP.

Key Attributes / Competencies

• Excellent communication (written and verbal)
• Strong attention to detail
• Time management and prioritization
• Professionalism and confidentiality
• Problem-solving and initiative
• Interpersonal and stakeholder management skills