Senior Office Administrator/ Office Manager

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Key Responsibilities
1. Office Administration & Operations
- Take ownership of daily office operations and ensure a professional, productive, and well-organized working environment.
- Manage office supplies, food & beverages, office assets, equipment, inventory, and related administrative services.
- Manage relationships with office vendors, service providers, contractors, and building management.
- Coordinate and follow up on office maintenance, repairs, cleaning, security, and other workplace services.
- Monitor office facilities and proactively identify and resolve operational issues.
- Maintain accurate records of office assets, inventory, contracts, and administrative documents.
- Ensure workplace standards, policies, and safety requirements are properly maintained.
- Act as the key contact person for office-related matters and external service providers.
2. Budget, Expense & Finance Administration
- Manage and monitor office-related budgets and operating expenses.
- Review and track invoices, receipts, expense claims, and supporting documents.
- Coordinate with Accounting/Finance to ensure timely and accurate processing of office-related payments.
- Maintain expense tracking records and provide regular updates or reports to management.
- Monitor spending and identify opportunities for cost control and operational efficiency.
- Ensure proper documentation and filing of financial and administrative records.
3. HR & Employee Administrative Support
- Provide administrative support for recruitment, including interview coordination, candidate communication, and on-site arrangements.
- Coordinate onboarding and offboarding activities to ensure a smooth employee experience.
- Ensure workstations, equipment, access cards, and other onboarding requirements are ready for new employees.
- Maintain employee administrative records, including employee lists, leave records, and other relevant information.
- Support management and HR with employee-related administrative matters.
- Coordinate employee services and workplace activities that contribute to a positive employee experience.
4. Communication & Stakeholder Coordination
- Act as a key point of contact for employees, management, guests, visitors, vendors, and external partners.
- Facilitate communication and coordination between management, employees, building management, vendors, and service providers.
- Prepare and distribute internal announcements, office updates, and administrative communications.
- Build and maintain professional relationships with external partners, service providers, accounting partners, and other stakeholders.
- Handle confidential company and employee information with a high level of discretion.
5. Events, Meetings & Business Support
- Plan and coordinate company meetings, workshops, team activities, and internal events.
- Manage logistics for management visits, board visits, business meetings, and other important company activities.
- Coordinate venues, restaurants, catering, transportation, accommodation, meeting rooms, materials, and other event requirements.
- Coordinate business travel arrangements for management and employees when required.
- Provide hands-on on-site support during important meetings, events, and visits.
6. Process Improvement & General Administration
- Develop and maintain effective administrative processes, procedures, and documentation.
- Identify opportunities to improve office operations, employee experience, service quality, and cost efficiency.
- Maintain organized administrative records and ensure documents are accurate and up to date.
- Support management with administrative projects and ad-hoc business requirements.
- Provide guidance and task coordination to junior administrative staff or interns when applicable.