Office & Administration Manager

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Job Responsibilities

1. Maintain office facilities (e.g., pantry, prayer rooms, meeting rooms) to ensure cleanliness, safety, and functionality.
2. Oversee plant decorations, landscaping, and other structural matters.
3. Conduct periodic building audits and support company projects.
4. Manage reception, visitor handling, cleaning services, and dispatch.
5. Review and improve office administration processes regularly.
6. Track and maintain office assets (e.g., furniture, air-conditioning, elevators).
7. Plan replacements for damaged or outdated assets and maintain service records.
8. Collaborate with production teams to ensure critical equipment remains functional.
9. Monitor and replenish office supplies (e.g., stationery, pantry items, uniforms).
10. Analyze usage patterns and report on consumables and administration costs.
11. Manage security personnel, visitor passes, and CCTV operations.
12. Oversee key allocation and establish emergency response procedures.
13. Ensure compliance with government regulations and renew all required licenses.
14. Monitor and update infrastructure-related insurances.
15. Ensure uninterrupted supply of electricity, water, and internet.
16. Identify and implement measures to reduce utility costs.
17. Oversee car park allocation, petrol/diesel fleet cards, and mobile phone usage.
18. Manage accommodation for managerial staff and assist with visa and travel arrangements.
19. Supervise vendors and contractors for maintenance and restoration projects.
20. Ensure timely and quality delivery of contracted services.
21. Oversee housekeeping and cleaning services to maintain hygiene standards.
22. Collaborate with the Safety and Health (SHE) team to improve workplace safety and cleanliness.
23. Provide periodic reports on office administration costs, assets, and consumables.
24. Identify process improvements and sustainable solutions for recurring issues.
25. Perform additional duties as assigned by management.

Job Requirements

A. Qualification

• Possess minimum Degree in Property Development/Real Estate Management/Business Administration/Building Maintenance or equivalent from recognized university/college.

B. Experience

• Minimum 7 years in a supervisory role and 5 years in office/building management and administration function.
• Working knowledge of relevant laws and management of office buildings; fixtures and fittings, equipment and other fixed assets in the building; office administration matters, including office consumables and purchasing.
• Working knowledge of safety measures and emergency procedures for occupants, building and physical assets in the building and its premises.
• Update with best practices for safety, upkeep and maintenance, utilities management and procurement.
• Experienced in adapting work practices for pandemic SOPs and other emergency situations.

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