Office Admin Executive

Job Summary:

We are seeking a dependable, organized, and efficient Office Admin Executive to manage a wide range of administrative and operational support activities. The ideal candidate will ensure the smooth functioning of the office on a daily basis while also supporting various departments with routine documentation, coordination, and communication needs. This role is suitable for candidates with a proactive mindset, attention to detail, strong interpersonal skills, and the ability to multitask in a dynamic work environment.

Key Responsibilities:

1. Office Coordination & Administrative Support:

• Oversee daily administrative tasks to ensure the office runs smoothly.
• Handle general clerical duties including filing, photocopying, scanning, and mailing.
• Maintain office supplies inventory and place orders when necessary.
• Ensure office equipment is properly maintained and serviced.

2. Front Desk Management (if required):

• Greet visitors and direct them to the appropriate person or department.
• Manage incoming calls, emails, and other correspondence efficiently.
• Maintain visitor logs and issue visitor passes.
• Serve as the first point of contact for clients, guests, and vendors.

3. Document & Record Management:

• Organize and maintain company records, employee files, invoices, and reports.
• Assist with preparation of reports, meeting notes, and office memos.
• Help ensure proper documentation of company policies, circulars, and notices.

4. Meeting & Event Support:

• Schedule and coordinate internal meetings, team activities, and client visits.
• Assist in preparing meeting rooms and setting up conference calls or video meetings.
• Support planning of office functions, staff gatherings, or training sessions.

5. Vendor & Facility Management:

• Coordinate with facility service providers such as housekeeping, security, courier, etc.
• Handle quotations, purchase orders, and service agreements from vendors.
• Track office maintenance and repair needs and follow up with appropriate vendors.

6. HR & Accounts Assistance (As Required):

• Assist with onboarding processes including documentation and office setup for new employees.
• Help maintain employee attendance records, leave registers, and ID card issuance.
• Support basic accounting tasks such as bill submission, expense tracking, and petty cash handling.

7. Data Entry & Reporting:

• Enter data accurately in Excel spreadsheets, internal software, or online forms.
• Generate daily/weekly/monthly reports on tasks, stock, or staff as required.
• Help with basic analysis and formatting of documents and presentations.

Job Profile : Office Admin Executive
Industry : recruitment