Office Administrator & Executive Assistant

Job Description

Office Administrator
Job Summary

Responsible for smooth daily office operations, client coordination, and providing end-to-end executive support to the Business Owner. Manages administration, communication, invoicing, and basic accounting while ensuring timely follow-ups and organized workflow.

Key Responsibilities

Office & Administrative Management

Handle daily office operations, supplies, records, and documentation.

Manage emails, calls, couriers, vendors, and facility arrangements.

Maintain organized filing systems and office trackers.

Executive & Business Support

Assist the Founder with scheduling, meeting notes, reminders, and follow-ups.

Prepare letters, reports, quotations, and presentations.

Create invoices in software, maintain expenses, and support basic accounting including taxes and Goods and Services Tax.

Client & Vendor Coordination

Act as the single point of contact for clients, suppliers, and contractors.

Share updates, manage queries, and ensure timely follow-ups.

Operational Support

Support ongoing work orders and projects with tracking, updates, and staff coordination.

Maintain accurate project documentation.

Office HR & Compliance

Handle travel bookings, attendance, leave records, and onboarding paperwork.

Ensure adherence to policies and administrative procedures.

Skills & Qualifications

Graduate with 2–5 years in administration or executive support.

Strong communication, coordination, and organizational skills.

Proficient with Microsoft Office and documentation.

Trustworthy, proactive, and able to work independently.