Job Purpose

The Administration Officer provides proactive administrative support to all stakeholders, ensuring smooth daily operations and efficient coordination across departments.

Key Responsibilities

• Maintain accurate records of attendance, gate passes, leave applications, and departmental correspondence.

• Provide general administrative and clerical support, including timesheets, annual leave applications, and correspondence.

• Follow up with departments to ensure timely processing of business requirements.

• Prepare monthly, quarterly, and annual reports, as well as ad hoc reports for the Head of Department.

• Maintain and update databases including supplier lists, service records, and other relevant information.

• Ensure office facilities are well maintained and professionally presented.

• Suggest process improvements and support updates to procedures as evaluated by the Line Manager.

• Act as the point of contact for contractors, receiving invoices, service reports, and submittals for approval.

• Create and submit purchase requisitions for Line Manager approval.

• Escalate concerns, delays, or complaints to the Line Manager for intervention.

• Perform additional duties as assigned by the Direct Manager.

Key Relationships

Internal: All company employees and departments, group companies
External: Suppliers, service providers, contractors

Qualifications

• Education: High School Graduate (minimum); Certificate in Office Administration preferred

• Experience: Minimum 2 years’ professional experience in administration

• Technical Knowledge:

  • Proficiency in MS Office and Oracle

  • Procurement administration (Purchase Orders / Purchase Requests) is an advantage

• Skills:

  • Strong communication skills in English

  • Excellent planning and organizational skills

  • Ability to work under pressure

  • Report and presentation preparation skills (preferred)

Competencies

• Adaptability

• Attention to Detail

• Customer Orientation

• Initiative

• Integrity

• Developing Others

• Directedness

• Leadership

Key Performance Indicators (KPIs)

• Weekly review and submission of invoices to Finance.

• Timely distribution and filing of service reports and correspondence within 2 working days.

• Regular monitoring and organization of project documentation, ensuring accurate filing and availability.