Office Management & Admin Supervisor

OVERVIEW

Responsible for organizing and overseeing general administrative operations and office management to ensure smooth, efficient, and compliant execution of administrative tasks in alignment with company policies and regulations.

RESPONSIBILITY

1. Overall Management of Office Operations and Related Services:

• Source and obtain quotations for office equipment and supplies.
• Update pricing from existing vendors annually in December.
• Oversee general office operations, including office leasing, equipment management, facility maintenance and repair, office renovation and decoration, space planning, workstation arrangement, office supply procurement, and asset management.
• Implement and supervise both regular and ad-hoc maintenance, repair, and servicing activities to ensure uninterrupted and efficient office operations.

2. Procurement and Administrative Cost Management

• Execute purchases in accordance with the approved procurement plan.
• Monitor the usage of office supplies and conduct periodic inventory checks.
• Ensure efficient and cost-effective utilization of administrative expenses.

3. Document Control and Legal Filing Management

• Manage administrative documentation, filing systems, and physical storage of records under the responsibility of the Administration team.
• Handle internal email communications and manage the company’s data room for document storage and sharing.

4. Support in Organizing Engagement Activities and Corporate Culture Development

• Collaborate with relevant departments (e.g., Marketing, Learning & Development) to implement key company events and employee engagement activities that support corporate culture development.

Job requirement:

Qualifications / Experience:

• Bachelor's degree in Human Resource Management, Business Administration, or a related field.
• Minimum of 5–10 years of relevant professional experience.

Knowledge, Technical Skills, and Competencies:

• Office Operations Management: Deep understanding of end-to-end office operations including procurement, facilities management, and administrative support.
• Asset and Inventory Control: Ability to manage office assets, conduct periodic inventory checks, and implement asset tracking systems.
• Administrative Policy & Compliance: Knowledge of internal control procedures, administrative policies, and compliance with local regulations.
• Facility & Vendor Management: Experience in managing office leases, contracts, maintenance schedules, and supplier performance.
• Document Control & Record Management: Proficient in managing documentation systems, filing protocols, dataroom access, and legal records.
• Budgeting & Cost Efficiency: Ability to plan, monitor, and optimize administrative budgets and spending.
• Event Coordination: Capable of supporting and organizing corporate events, engagement activities, and internal communications.
• Problem Solving & Decision Making: Strong analytical thinking to identify root causes and propose practical solutions.
• Communication & Interpersonal Skills: Clear verbal and written communication; able to collaborate across departments and with external partners.
• Leadership & Team Management: Ability to lead, train, and motivate administrative staff toward performance excellence.
• Technology Proficiency: Skilled in MS Office, ERP systems, and office facility management tools.
• English Language Proficiency: Fluent in both written and spoken English for professional business communication.