Office Administration Assistant
Job Summary
The Office Administration Assistant will manage reception duties, employee attendance tracking, and office facilities maintenance. This role also involves coordinating internal events and providing general administrative support to the HR and Administration departments. The position requires strong organizational skills and a customer-service mindset to ensure smooth daily operations.
Responsibilities
- Manage reception and visitor services
- Track and maintain employee attendance records
- Coordinate office facilities and meeting room bookings
- Assist in organizing company events and employee engagement
- Provide general administrative support to HR
Required Skills
- Proficiency in Microsoft Office Suite
- Excellent communication and interpersonal skills
- Strong organizational and multitasking abilities
- Customer-service oriented mindset
- Attention to detail and proactive attitude
Job Details
Reception & Front Desk: Welcome, assist, and direct visitors, interview candidates, clients, and business partners in a professional and friendly manner. Ensure the reception area is clean, organized, and presentable at all times. Handle general enquiries and provide basic information to visitors.
Attendance Administration: Monitor employees' daily attendance, including clock-in and clock-out records. Maintain accurate attendance records and escalate any irregularities to the Human Resources department.
Office, Training Centre & Facilities Administration: Coordinate and arrange meeting rooms for interviews, meetings, training sessions, visitors, and company events. Monitor cleanliness of office facilities by coordinating with the office cleaner and ensuring office cleanliness standards are maintained. Coordinate bookings and arrangements for company training centre activities. Report any office maintenance or facility issues to the relevant parties.
Employee Engagement & Event Coordination: Assist in organizing employee engagement activities such as birthday celebrations, festive events and other internal activities. Coordinate event logistics, venue setup, decorations, refreshments, and required materials.
General Administrative Support: Provide administrative support to the Human Resources and Administration department. Perform other administrative duties and ad hoc assignments as assigned by the Management.
Requirements:
- SPM or Diploma in Business Administration, Human Resources, Office Management, or a related field.
- Fresh graduates are encouraged to apply.
- Minimum 1 year of administrative or receptionist experience is an added advantage.
- Good communication and interpersonal skills.
- Pleasant personality with a customer-service mindset.
- Good organizational and multitasking abilities.
- Proficient in Microsoft Office (Word, Excel, PowerPoint, and Outlook).
- Able to work independently as well as in a team environment.
- Strong attention to detail and a proactive attitude.