Job Position: Office and Administrative Support Officer

Job Summary:

We are seeking a proactive, organized, and service-oriented Office & Administrative Support Officer to provide essential administrative, operational, and clerical support to ensure smooth office operations. The role requires an individual with excellent communication skills, strong attention to detail, and the ability to manage multiple tasks in a fast-paced environment. The Office & Administrative Support Officer will be responsible for coordinating day-to-day office activities, supporting internal teams, managing documentation, handling office resources, and ensuring efficient service delivery across the organization.

Duties and Responsibilities

• Oversee daily office operations ensuring a clean, organized, and conducive working environment;
• Monitor office supplies, stationery, and equipment, placing orders as necessary and ensuring timely replenishment;
• Manage office calendars, meeting schedules, and conference room bookings;
• Support the on boarding of new staff by preparing workstations, materials, and basic orientation;
• Maintain accurate filing systems, digital and physical, ensuring quick access to documents;
• Draft, format, and proofread letters, reports, memos, and other administrative documents;
• Support internal and external communication efforts, including preparation and distribution of official correspondence;
• Assist in maintaining employee and operational records in coordination with HR/Operations teams;
• Serve as the first point of contact for visitors, ensuring a professional and welcoming reception experience;
• Answer and route incoming calls, emails, and inquiries promptly and courteously;
• Coordinate incoming and outgoing mail, deliveries, and courier services;
• Coordinate travel arrangements, hotel bookings, and transportation for staff and guests;
• Support meeting and event logistics including refreshments, materials, and set-up;
• Assist with procurement requests by collecting quotations, preparing documents, and following up with suppliers;
• Support asset and inventory management activities, ensuring items are tracked and well-maintained;
• Ensure administrative processes comply with organizational policies and legal requirements;
• Maintain confidentiality of company documents, employee files, and sensitive information;
• Support internal audits and document reviews by preparing required records;
• Prepare routine administrative reports (e.g., office expenses, supply usage, maintenance logs);
• Identify opportunities to improve administrative processes and enhance office efficiency;
• Provide general support to management and project teams as requested;
• Other tasks assigned by immediate supervisor

Requirements

Academic qualification 

• Bachelor's degree in Management, Information System or other related fields.

Additional qualifications 

• Strong communication and interpersonal skills;
• Excellent organizational skills with the ability to multitask and prioritize;
• Proficiency in MS Office (Word, Excel, Outlook, PowerPoint);
• Strong record-keeping, documentation, and report-writing abilities;
• Professional demeanor and customer service mindset;
• Ability to work independently and as part of a team.

Years of experience: A minimum of 3+ years and prior internship service is an added value

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