Duties and Responsibilities

Administrative & Document Management

·        Prepare and file correspondence including letters, memos, notices, meeting minutes, and other official documentation.

·        Organize and file leave forms and employee time sheets.

·        Maintain the filing system for administrative and operational records.

·        Prepare and dispatch internal and external documents to relevant parties.

·        Assist in printing labels and preparing shipment documentation.

·        Submit approved invoices to Accounts Payable for processing and follow up as necessary.

·        Enter approved customer orders and returns into the system (GP).

·        Post supplier invoices and related documents into the system (GP).

·        Enter purchase orders and costing information into the system (GP).

Procurement & Supplies Coordination

·        Maintain inventory of office, kitchen, and cleaning supplies; place orders and coordinate delivery as needed.

·        Prepare and send purchase orders or enquiries to suppliers via email or courier.

·        Receive and verify incoming orders from suppliers.

·        Monitor payments received from customers and log cheque payments to suppliers.

Facilities & Office Coordination

·        Open and close the administrative office daily.

·        Ensure proper maintenance of office equipment and report issues as needed.

·        Manage and prepare the boardroom for meetings.

·        Organize shipments and courier arrangements when required.

Reception & Visitor Management

·        Manage front desk activities, including greeting visitors, answering the main telephone line, and directing calls or guests to appropriate staff.

·        Receive and coordinate in-person visits for guests.

·        Liaise with external parties and direct queries to the relevant person.

General Support

·        Provide administrative support to the Managing Director, General Manager, and Office Team.

·        Perform other related duties as assigned by Management in support of the efficient operation of the business.