Office Administrator

Role SummaryWe are looking for a highly organized and resourceful Office Administrator to oversee daily business operations and ensure an efficient, well-supported workplace. This role requires strong attention to detail, the ability to manage multiple priorities, and a proactive mindset to streamline processes, support employees, and maintain compliance across administrative functions.

Key Responsibilities- Manage office operations including procurement of supplies, consumables, and equipment, ensuring uninterrupted business functions.

- Oversee facilities and building services, including housekeeping, repairs, and maintenance, in coordination with property management.

- Administer contracts, leases, and vendor relationships, including renewals, compliance documentation, and cost optimization.

- Provide end-to-end employee support including travel bookings, transportation, hospitality arrangements, ID/access management, and event logistics.

- Oversee IT and communication assets (laptops, mobile devices, SIM cards, data cards, Wi-Fi) including vendor coordination, procurement, and inventory tracking.

- Maintain accurate records of office assets, vendor invoices, and insurance policies; ensure timely renewals and claim processing.

- Prepare and monitor administrative budgets, process expenses, and manage payments through corporate finance systems.

- Partner with HR to support onboarding, offboarding, and benefits administration (health insurance, GPA, employee claims).

- Develop and deliver regular administrative reports and dashboards for management.

- Continuously identify and implement improvements to enhance efficiency, reduce costs, and digitize workflows.

Administration & Office Activities- Coordinate with transportation providers for employee and guest travel.

- Organize employee celebrations and guest hospitality, including catering and event arrangements.

- Arrange printing of branded office materials such as business cards, envelopes, and signage.

- Manage recurring orders for water, pantry supplies, and consumables for refreshment stations.

- Oversee lease agreements, office maintenance contracts, and related renewals.

- Arrange mobile and internet services (SIM cards, international roaming, Wi-Fi data cards) as needed.

- Manage hotel reservations and event logistics for staff and guests during business travel and exhibitions.

- Coordinate procurement and lifecycle management of IT assets (e.g., laptops, iPhones), ensuring timely setup, repairs, and vendor payments.

- Serve as the point of contact for network and IT service providers to resolve issues promptly.

- Liaise with HR and insurance brokers to manage employee health insurance and benefits.

Key Result Areas (KRA)- Maintain uninterrupted availability of critical office supplies and services.

- Ensure 100% compliance on lease agreements, vendor contracts, and statutory renewals.

- Deliver accurate budget reports within defined variance thresholds (<5%).

- Provide seamless employee support across travel, onboarding, and claims within established SLAs.

- Maintain high employee and guest satisfaction with administrative support and workplace environment.

Qualifications & Skills- Strong organizational and multitasking skills with a focus on attention to detail.

- Proficiency in Microsoft Office and Google Workspace; familiarity with ERP or procurement portals is a plus.

- Excellent communication, vendor management, and negotiation skills.

- Ability to work independently while maintaining confidentiality and professionalism.