The Office Admin Executive (Office Manager) is responsible for ensuring smooth and efficient office operations. This role requires a versatile individual who can manage various administrative and operational functions, including office management, travel bookings, billing, event planning, vendor and courier management.
Reporting to the Admin Manager, your key responsibilities are the following:
- Office Management and Facilities Management
- Oversee daily office operations, ensuring a clean, organized, and safe working environment.
- Coordinate with building management for maintenance and facility-related issues.
- Manage office supplies inventory and place orders as needed.
- Supervise office support staff and ensure efficient workflow.
- Travel & Booking Management
- Arrange travel accommodations, including flights, hotels, and transportation for visitors and employees.
- Ensure all travel bookings comply with company policies and budgets.
- Maintain travel records and prepare travel itineraries for employees.
- Assist employees with VISA applications and other travel-related documentation.
- Billing and Invoice Management
- Work with our Finance team in handling accounts payable and receivables, ensuring timely and accurate processing of invoices, including reimbursements for company-related expenses.
- Maintain accurate financial records and assist in budget preparation, alongside our Finance team.
- Coordinate with vendors and suppliers regarding billings/invoice processing.
- Events Management
- Plan and coordinate company events, townhall meetings, and engagement activities.
- Manage event logistics, including venue selection, catering, and transportation.
- Work with internal teams and external vendors to ensure successful event execution.
- Monitor event budgets and ensure cost-effective planning with assigned Project Lead/s.
- Vendor Management, and Courier Management
- Maintain relationships with vendors and ensure timely delivery of goods and services.
- Oversee courier services for the office, ensuring efficient and timely delivery of mail, company devices, and packages.
- Track and manage office assets and equipment, alongside IT team.
