Administration Officer

This role involves managing the front desk and providing administrative support as well as oversee and execute the office management function to ensure the smooth functioning of the office. Specifically,
1. Reception duties:
• 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:
• 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.