Role summary: The Office Administrator plays a vital role in managing day-to-day administrative functions, coordinating office resources, and ensuring the smooth flow of operations. This customer-centric role requires strong organizational skills, attention to detail, and the ability to handle multiple responsibilities while working closely with the HR function.

Key accountabilities:

• Supervise and manage all office administrative functions and staff.
• Oversee the smooth operation of office systems, facilities, and equipment.
• Serve as the primary point of contact for internal coordination across departments
• Ensure a customer-focused approach in managing front office, reception, and visitor experiences.
• Oversee health and safety compliance and manage office-related risk assessments.
• Administer tenancy contracts, Ejari, AOFC, building management form permits, and rent negotiations for multiple floors and units.
• Coordinate office fit-outs and obtain Concordia approvals as required.
• Manage parking spaces (new and renewals), including email approvals, applications for parking cards from Concordia, and raising purchase orders (POs).
• Organize and manage management meetings, including blocking calendars at the start of the year with approval from the President.
• Manage contracts such as Nespresso and Thrifty, including raising and processing POs.
• Coordinate carpet shampooing as and when required.
• Prepare the Carbon Footprint quarterly report.
• Oversee printing of items for career fairs and S&S events.
• Handle travel bookings and Point of Sale (POS) for the President and VP HR, including assistance with visa requirements.
• Organize the annual party.
• Manage the outsourced facilities management team on our premises to ensure that service delivery is as per our service level agreement with the supplier.
• Manage the schedules of our two Office Assistants.
• Coordinate with the building management for approvals as and when required.
• Liaise with our various landlords as and when required.
• Point of contact for our courier supplier.
• Manage the admin petty cash float and reconcile it on a monthly basis for Finance.
• Organize in-house and wellness events.
• Identify opportunities for process improvement and implement administrative best practices.

Qualifications, experience, and skills:

• Minimum of 3 years proven experience in an office administration role.
• Strong organizational and multitasking skills with the ability to prioritize effectively.
• Excellent oral and written communication skills; confident in liaising with internal and external stakeholders.
• Proficient in MS Office applications (Word, Excel, Outlook, PowerPoint).
• Demonstrated ability to work independently with minimal supervision as well as collaboratively within a team.
• Knowledge of budgeting, procurement, and vendor management.
• Strong problem-solving abilities and a solution-oriented mindset.
• Ability to work under pressure and meet tight deadlines while maintaining attention to detail.
• Warm, approachable, and professional demeanor with excellent interpersonal skills.

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