Admin Officer

Job Overview

Proactively manage general administration activities and maintain records of day-to-day operations and undertake responsibilities for sourcing, procurement, maintenance, and invoice processing of office supplies, facilities, and amenities.

Job Description

Administrative Operations & Cost Control

Manage daily administration, optimizing expenses for maintenance, utilities, communication, hospitality, and office supplies.

Oversee office infrastructure maintenance, fixtures, and equipment, representing administration during audits.

Supervise communication systems, including video conferencing, landlines, mobiles, and digital infrastructure.

Procurement & Financial Management

Implement and ensure compliance with contracts negotiated with service providers.

Procure and manage stationery, food, corporate gifts, and other business supplies.

Maintain expense records, process invoices, and manage claims and recoveries.

Process material management payments through SAP, ensuring compliance with VFAR and purchase policies.

Manage petty cash, prepare vouchers, and handle payments for cellular services, entertainment, and vendors.

Facility Management & Compliance

Coordinate with employees, vendors, and contractors for office procurement, repairs, and maintenance.

Maintain financial reports, audits, and office operations documentation.

Ensure ISO 14001 compliance for environmental sustainability, managing power, cooling systems, and amenities.

Adhere to the company's Administration SOPs, Global Information Security Policies, and Code of Conduct.

Ensure license and certification compliance, renewing vendor contracts on time.

Manage maintenance contract renewals and vendor relationships.

Oversee premises handover and takeover at lease expiry, ensuring clearance certificates.

Address inquiries and provide troubleshooting support to ensure customer satisfaction.

Sustainability:

Promote judicious use of natural resources.

Adhere to the organisation's environment, health, and safety policies, objectives, and guidelines.