Job Role

The Office Administrator is responsible for ensuring the smooth and efficient day-to-day operation of the office. The role provides administrative, coordination, documentation, communication, and general office support to management and other departments while maintaining an organized and professional working environment.

2. PURPOSE OF THE ROLE

• Ensure smooth day-to-day office operations.
• Provide effective administrative support to staff and management.
• Maintain accurate office records and documentation.
• Coordinate office communication and activities.
• Support procurement and management of office supplies.
• Maintain a professional and organized office environment.
• Improve administrative efficiency and coordination.

3. DUTIES AND RESPONSIBILITIES

A. Office Administration

• Manage day-to-day office administrative activities.
• Receive visitors and direct them to the appropriate personnel.
• Handle incoming calls, emails, and general enquiries.
• Manage office correspondence and communication.
• Maintain office calendars and schedules.

B. Documentation & Records

• Maintain organized physical and electronic files.
• Prepare and format letters, reports, memos, and other documents.
• Maintain staff, supplier, and office administrative records.
• Ensure important documents are properly filed and easily accessible.

C. Office Supplies & Facilities

• Monitor office stationery and supplies.
• Prepare requests for office supplies when required.
• Coordinate with suppliers and service providers.
• Monitor general office facilities and report maintenance issues.
• Support proper maintenance of office equipment.

D. Meetings & Coordination

• Schedule meetings and appointments.
• Prepare meeting rooms and required materials.
• Take and circulate meeting minutes where required.
• Support internal events and office activities.
• Coordinate communication between departments.

E. Administrative Support

• Provide administrative support to management and various departments.
• Assist with preparation of reports and presentations.
• Support travel, accommodation, and logistical arrangements where required.
• Perform other administrative duties assigned by management.

Qualification

4. QUALIFICATIONS

• Diploma or Certificate in Business Administration, Office Administration, Secretarial Studies, or related field.
• 1–2 years' experience in an administrative or office support role.
• Good working knowledge of Microsoft Office.
• Experience in a real estate or professional services environment is an added advantage.

5. CORE COMPETENCIES

• Good communication and interpersonal skills.
• Microsoft Word, Excel, and PowerPoint.
• Filing and record management.
• Strong organizational skills.
• Time management.
• Professional telephone and email etiquette.
• Attention to detail.
• Ability to multitask.
• Professional presentation and conduct.