Admin Officer

Key Responsiblities 1. Building Administration • Ensure the office or hospital building facilities (electricity, water, internet, elevators, air-conditioning, etc.) are functioning properly. • Monitor building safety, security systems (CCTV, access cards), and fire safety equipment. • Handle repairs and maintenance requests by coordinating with technicians or service providers. • Manage building space allocation (office rooms, meeting rooms, common areas). • Ensure compliance with workplace safety and regulatory standards. 2. Relevant Fixed Asset Supervision (Furniture, Electric Appliances, etc.) • Keep an updated inventory list of all fixed assets (tables, chairs, computers, printers, refrigerators, medical devices, etc.). • Monitor asset usage to ensure proper care and reduce damage/loss. • Schedule regular maintenance or servicing of equipment (e.g., AC servicing, electrical appliances checks). • Coordinate repair, replacement, or disposal of damaged/obsolete assets following company policy. • Tagging and labeling assets with asset codes for tracking purposes. 3. Office Supply Management • Monitor stock levels of daily consumables (stationery, paper, toners, drinking water, first-aid supplies, etc.). • Plan and purchase supplies in advance to avoid shortages. • Coordinate with vendors for cost-effective procurement while ensuring quality. • Distribute supplies to different departments as requested. • Keep accurate records of supply usage and expenses for reporting. 4. Administrative Document Producing & Filing • Prepare, format, and issue official documents (letters, memos, contracts, reports, meeting minutes). • Maintain both physical and digital filing systems for easy document retrieval. • Ensure proper classification, labeling, and archiving of documents. • Protect confidential information according to company policy. • Support internal audits and compliance checks by providing required documentation. 5. Housekeeping & Cleaning Supervision • Supervise cleaning staff or external cleaning contractors to ensure hygiene standards are met. • Monitor cleanliness of offices, meeting rooms, washrooms, pantry, and public areas. • Plan cleaning schedules (daily, weekly, monthly deep cleaning). • Ensure cleaning supplies and equipment are available and properly used. • Handle complaints or requests related to cleanliness or facility hygiene. 6. Logistics Supports for Meetings and Events • Arrange meeting rooms (seating, projectors, sound system, Wi-Fi, whiteboards, etc.). • Provide refreshments, drinking water, or catering as needed. • Prepare printed or digital materials (agendas, attendance sheets, presentations). • Coordinate transportation, accommodation, or travel arrangements for events or visitors. • Support company events (seminars, staff training, celebrations) by handling logistics and setup. 7. Insourced Labor & Outsourced Service/Subcontractor Supervision (Cleaning, Waste, Laundry, Pest Control, etc.) • Manage contracts and service agreements with external vendors (cleaning companies, pest control, laundry services, security, waste collection). • Supervise their performance and ensure they meet service-level agreements. • Coordinate schedules and monitor work completion. • Handle issues, complaints, or disputes with subcontractors. • Ensure outsourced services comply with company standards, health & safety, and legal requirements.

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