Job Description
The Office Administrator is responsible for ensuring smooth and efficient day-to-day office operations while delivering excellent administrative and coordination support across the organization. This role oversees office management, vendor coordination, travel arrangements, company events, and general administrative activities while supporting a positive employee and guest experience.
The ideal candidate is highly organized, service-minded, proactive, and able to manage multiple priorities in a fast-paced environment.
Key Responsibilities
1. Office Administration & Operations
Manage incoming calls, emails, correspondence, and welcome company guests professionally
Maintain office supplies, inventory, and purchasing processes to ensure adequate stock levels at all times
Coordinate with vendors and suppliers for office-related services and procurement activities
Prepare purchase orders (PO), invoices, reports, and related administrative documentation
Coordinate office maintenance and ensure office equipment and facilities are functioning effectively
Work closely with IT to support office operations including printing, scanning, filing systems, meeting room setup, and office equipment coordination
2. Travel & Guest Coordination
Arrange business travel including flight bookings, hotel accommodations, transportation, and travel itineraries for employees and visitors
Coordinate guest hospitality arrangements including accommodation, transportation, welcome banners, meals, gifts, souvenirs, and meeting logistics
Ensure smooth and professional guest experience during company visits and events
3. Event & Employee Engagement Support
Support the organization and coordination of company events, social activities, town halls, company retreats, and CSR activities
Coordinate logistics, venue preparation, communication, and administrative support for internal events and activities
Assist in creating a positive workplace environment and employee experience
4. HR & Administrative Support
Attend and support all company activities and events as required
Maintain accurate administrative records and filing systems
Prepare reports, meeting minutes, and presentation materials when required
Provide regular updates and progress reports to management
Build strong working relationships with executives, management, employees, vendors, and external stakeholders
Support HR back-office operations and administrative activities as assigned