Job Description

General Administrative Function:

• Greet and welcome employees and visitors in a professional and courteous manner.
• Perform general clerical duties, including answering phones, responding to emails, and managing incoming and outgoing correspondence.
• Receive and distribute incoming mail, deliveries, receipts and packages.
• Manage cleanliness of office premises. Conduct office cleanliness and workspace monitoring.
• Assist in coordinating office events and meetings.
• Schedule and coordinate meetings, appointments, and travel arrangements for staff and management.
• Monitor housekeeping and facility consumables daily.
• Monitor pantry and office supply consumption levels and anticipate replenishment needs.
• Maintain and organize files, records, and databases, both electronic and paper.
• Maintain confidentiality of sensitive information.
• Support departments with ad hoc administrative tasks and projects.

Asset Management & Inventory Support:

• Assist in inventory monitoring and scheduled physical counts.
• Maintain asset master data and audit records.
• Support asset lifecycle monitoring, forecasting, and disposal tracking.
• Prepare asset and inventory monitoring reports.
• Coordinate asset tagging, issuance, transfers, and returns with Admin Assistant.
• Assist in asset audits and tracking system maintenance.
• Track assets under repair, lost items, or pending returns.
• Support preventive maintenance scheduling for critical assets.

Procurement:

• Directly source, evaluate, and negotiate with suppliers to ensure optimal terms, quality, and delivery.
• Prepare PRs for necessity and review for budget alignment.
• Prepare POs and ensure timely supplier deliveries.
• Monitor procurement of office, pantry, housekeeping, and facility supplies.
• Escalate high-value requests to Facility Manager for approval.
• Track procurement and delivery to prevent operational delays.
• Maintain proper documentation for all PRs, POs, and supplier transactions.
• Coordinate with departments to forecast supply requirements.

Job Required Qualification:

• Bachelor’s Degree holder preferably relative to business
• Must have at least 2-4 years of experience as Administration Assistant with liaison experience
• Proficiency in basic computer applications (MS Office)
• Strong organizational and multitasking skills
• Attention to detail and problem-solving ability
• Flexible, result and detail-oriented
• Responsible and trustworthy
• Honest, disciplined, organized and has a positive and mature outlook
• Able to protect confidential information
• Strong oral and written communication skills and able to communicate with
• Professional attitude and ability to work independently