Office Administrator

About the Role

This position involves overseeing daily office administration and managing all project-related documentation effectively. You will ensure smooth coordination among office personnel, project sites, suppliers, contractors, and management to maintain operational efficiency.

Key Responsibilities

• Manage routine office administrative tasks and document handling.
• Organize and maintain project files including drawings, BOQs, quotations, bills, invoices, and relevant correspondence in both physical and digital formats.
• Create and update Excel spreadsheets, registers, and other office records accurately.
• Handle communication channels such as phone calls, emails, letters, and WhatsApp messages professionally.
• Serve as a liaison between the office, project locations, contractors, suppliers, and management.
• Prepare purchase orders, work orders, requests for quotations, and basic office documentation upon instruction.
• Gather quotations from suppliers and maintain a comprehensive quotation database.
• Monitor purchase and material orders, track deliveries, and follow up on pending requirements.
• Maintain detailed records of contractors and suppliers.
• Assist the accounts team with processing invoices, bills, payments, and related supportive documents.
• Keep attendance and leave registers for office staff as necessary.
• Organize meetings, appointments, site visits, and manage office schedules.
• Follow up with contractors, suppliers, and service providers on unresolved matters.
• Manage office supplies such as stationery and ensure availability of administrative essentials.
• Ensure critical company documents are scanned, stored securely, and backed up regularly.
• Compile and submit daily or weekly administrative reports to the management as required.
• Maintain confidentiality while handling sensitive company documents and information.

Required Skills and Qualifications

• Competent with MS Office applications, particularly MS Excel.
• Effective verbal and written communication abilities.
• Strong organization and meticulous record-keeping skills.
• Capability to multitask and independently pursue follow-ups.
• A foundational knowledge of construction-related office documentation is advantageous.
• Professional communication skills when interacting with contractors and suppliers.
• Familiarity with email, WhatsApp, scanning, printing, and managing digital files.