As our Office Admin Associate, you will serve as the first point of contact for our office and provide key administrative support for day-to-day operations. This role requires someone who can manage front-of-house duties, maintain office operations, and support finance and HR administration with professionalism and attention to detail.

Key Responsibilities

Reception and front-of-house

• Welcome guests, manage visitor registration, and notify internal hosts
• Prepare meeting rooms and offer refreshments as needed
• Handle incoming calls and general enquiries

Office management

• Liaise with vendors and building management to ensure the office remains in good working condition
• Coordinate servicing schedules (e.g., pantry, cleaning, IT peripherals, office equipment)
• Maintain office supplies and pantry inventory, including ordering, stocking, and cost tracking
• Manage deliveries, courier arrangements, incoming mail, and outgoing packages
• Support office security and safety (e.g., access cards, keys, incident logging)

Administrative support (Finance and HR)

• Maintain fixed asset listing and inventory records (tagging, movement tracking, periodic checks)
• Prepare monthly summaries and reports for vendors and management (e.g., services, costs, usage)
• Manage bills, invoices, and supporting documents, including reconciliations and reporting
• Support HR administration including staff records, onboarding logistics, and documentations
• Provide administrative support to C-suite, such as reimbursements, meeting scheduling, and event coordination
• Perform other duties as assigned

Requirements

• Diploma or equivalent, with relevant experience in reception, office administration, or operations support
• Strong service mindset with a professional and confident presence
• Highly organised, detail-oriented, and able to prioritise in a fast-paced environment
• Proficient in Microsoft Office (Excel, Word, PowerPoint) and comfortable with digital tools
• Basic familiarity with finance or HR admin processes (e.g., invoices, claims, staff documentation) preferred