Position Summary:

We are looking for a highly organized and proactive Administrative Assistant to support daily office operations and ensure efficient coordination between departments, service providers, and the building management. This role involves handling a wide range of administrative, compliance, and facility-related responsibilities to help maintain a safe, productive, and professional work environment.

Key Responsibilities:

General Administrative Support

• Manage calls, emails, schedules, meeting coordination, and document preparation
• Maintain physical and digital filing systems
• Assist with internal communications, reports, and event planning
• Handle confidential documents with discretion

Compliance & Permit Processing

• Prepare, process and handle working permit requests for entry or pull-out of office supplies, equipment, and materials
• Coordinate with government agencies or third-party service providers as needed

Inventory & Supplies Management

• Monitor and maintain inventory of:
• Office supplies
• Utility supplies (e.g., pantry, cleaning)
• Medicine and first-aid stock
• Assets management
• Ensure accurate records, timely replenishment, and proper storage

Facilities & Building Coordination

• Serve as the primary liaison with the building administration office for:
• Maintenance requests
• Access control and parking
• General building concerns
• Coordinate with internal departments and service teams for office upkeep

Oversight of Support Personnel

• Coordinate and oversee housekeeping, security, and company driver(s) when assigned
• Monitor performance and ensure daily duties are fulfilled in line with office standards

Visitor & Guest Management

• Greet and assist guests, vendors, and clients professionally
• Maintain a clean, orderly, and welcoming reception or front-desk area
• Coordinate visitor logs, passes, and safety briefings if required

Other responsibilities

• Perform other tasks that may be assigned by Department Head in support of the company’s objectives.

Qualifications:

- Bachelors Degree in Business / Office Management or any related course.

- Minimum of 2 years' experience in an administrative or office coordination role

- Strong organizational and multitasking skills

- Excellent written and verbal communication skills

- Proficient in Microsoft Office (Word, Excel, Outlook, PowerPoint)

- Discreet, reliable, and professional

- Knowledge of working permits, HR documentation, and building coordination