Admin Officer

• Greet and welcome visitors, clients, and employees.
• Answer phone calls, screen and direct them to the appropriate person or department.
• Handle incoming and outgoing mail, emails, and packages.
• Manage the reception area, including keeping it clean and organized.

2. Administrative support:

• Schedule and coordinate schedules, appointments, meetings, and conference room bookings.
• Maintain office calendars including leave and coordinate travel arrangements.
• Manage office supplies and inventory, and place orders when necessary.
• Handle basic bookkeeping tasks, such as invoicing and expense tracking.
• Prepare annual budget for the office, plan the expenditures, analyze variances, and carry out necessary corrections that may arise
• Ensure filing systems are maintained and up-to-date.
• Design and implement office policies and procedures. Oversee adherence to office policies and procedures
• Prepare administration reports and schedules to ensure efficiency.

3. Communication and correspondence:

• Respond to inquiries and provide information to clients, customers, and employees.
• Draft and edit correspondence, memos, and other office documents.
• Coordinate internal and external communication, including distributing internal announcements and coordinate company-wide emails.

4. Office maintenance and organization:

• Ensure the office is clean, tidy, and well-maintained.
• Coordinate with vendors and service providers for office repairs and maintenance.
• Manage office equipment and coordinate repairs or replacements as needed.
• Manage contract and price negotiations with office vendors, service providers, and office lease.

5. Miscellaneous tasks:

• Collaborate with department heads to gather budget requirements and create the annual organizational budget
• Set up the budget tracking system and processes, including budget codes, approval workflows, and reporting templates
• Organize outing trip for employee of head office according to the approved plan and budget.
• Organize weekly/monthly/quarterly meetings for Managers and staff
• Coordinate with other departments and team members to ensure smooth operations.
• Perform any other administrative tasks as assigned by the direct supervisor.