Office Administrator

Roles and responsibilities The roles and responsibilities of an administrator are as follows but are not limited to the following. From time to time, new duties may be assigned.: 1. Administrative Support • Managing Schedules: Organizing and maintaining calendars for executives, scheduling meetings, appointments, and conferences. • Answering Phone Calls and Emails: Serving as the first point of contact for the company or department, handling phone calls, emails, and inquiries professionally. • Document Management: Ensuring proper organization and filing of documents, both physical and digital, as well as handling data entry and database management. • Handling Correspondence: Drafting, proofreading, and sending official communications, letters, and reports. • File Management: All the files must be stored in a secured server. There will be a quarterly audit for review. • System Operating Manual: For all submissions, a system operating manual will be developed to ensure a smooth transition for the interns and help existing candidates advance in their careers. 2. Office Management • Maintaining Office Supplies: Ensuring the office is stocked with necessary supplies like paper, pens, and other equipment. Ordering supplies when needed. • Managing Office Equipment: Overseeing the maintenance and repair of office equipment, such as printers, computers, and other machinery. • Facilitating Office Operations: Coordinating day-to-day office operations, such as ensuring the smooth functioning of office facilities. 3. HR and Employee Support • Employee Records: Managing and updating employee records, including attendance, and leave. • Onboarding and Offboarding: Assisting with the onboarding of new employees and the offboarding process for those leaving the organization. 4. Event and Meeting Coordination • Organizing Events: Planning, coordinating, and sometimes facilitating company events, seminars, or team-building activities. • Meeting Coordination: Arranging meetings, preparing meeting agendas, taking minutes, and ensuring follow-up on action items. 5. Compliance and Reporting • Regulatory Compliance: Ensuring the company complies with local laws, regulations, and company policies, particularly when it comes to business operations. • Preparation of Reports, Forms and Other compliances for the employees like but not limited to o Social Security System (SSS) [Philippines] o Home Development Mutual Fund (Pag-IBIG/HDMF) [Philippines] o Philippine Health Insurance Corporation (PhilHealth) [Philippines] o SOCSO & EIS [Malaysia] o E-PCB Plus [Malaysia] o EPF [Malaysia] • Documenting Reports: Preparing and submitting various reports as required by the company or government agencies, including business permits, tax filings, and other compliance documentation. 6. Communication and Liaison • Internal Communication: Communicating updates and information to the team, ensuring smooth information flow within the organization. • External Liaison: Acting as a liaison between the company and external parties like vendors, customers, or government agencies. 7. Project Management Support • Project Assistance: Assisting with the coordination and administration of various projects, including scheduling, documentation, and monitoring project timelines. 8. Customer Service • Customer Relations: Handling inquiries and issues from clients or customers, ensuring that their needs are addressed effectively and promptly. • Handling Complaints: Acting as a mediator to resolve customer complaints in a professional and efficient manner. Skills and Qualities: • Strong Communication Skills: Both written and verbal communication is essential to effectively manage correspondence, meetings, and interactions with staff or clients. • Organizational Skills: The ability to prioritize tasks, manage multiple responsibilities, and stay organized is crucial. • Tech-Savvy: Familiarity with office software (Microsoft Office, Google Workspace), as well as company-specific software or tools. • Problem-Solving Abilities: Ability to address administrative issues efficiently and proactively. • Attention to Detail: Ensuring accuracy in document handling, and scheduling.