Office Administrator

Job Summary:

We are looking for an experienced, highly organized, and proactive Office Administrator to take charge of the daily operations of our office. In this role, you will manage office administration, oversee facility maintenance, and handle the setup and relocation of office spaces. Your efforts will ensure a well-maintained, efficient, and productive work environment for our team.

Key Responsibilities:

Office Administration:

Manage day-to-day office operations, ensuring efficiency and smooth functioning across all departments.

Serve as the primary point of contact for office-related inquiries, addressing and resolving issues promptly.

Oversee inventory management for office supplies, place orders, and coordinate with vendors to ensure timely delivery.

Organize and manage office schedules, including meeting rooms, shared spaces, and office equipment.

Develop and implement office policies, procedures, and systems to streamline operations and maintain compliance.

Coordinate and support the planning of company events, meetings, conferences, and travel arrangements.

Facility Management:

Maintain a clean, safe, and well-functioning office environment through effective management of external contractors.

Monitor office equipment and ensure timely maintenance and repairs.

Oversee building management responsibilities, including utilities, security, and emergency procedures.

Address and resolve office facility issues, including space allocation, lighting, HVAC, FAS compliance and other infrastructure needs.

Ensure adherence to health, safety, and regulatory standards within the office space.

New Office Setup and Relocation:

Lead and coordinate the setup of new office spaces or office relocations, ensuring a seamless transition for the team.

Collaborate with internal teams, contractors, and vendors to plan and execute the design and layout of new office locations.

Oversee the logistics of moving office equipment, furniture, IT systems, and supplies to new offices.

Ensure all necessary permits, licenses, and insurance requirements are met for new office spaces or relocations.

Vendor and Contract Management:

Build and maintain relationships with external vendors and service providers to ensure high-quality services and timely delivery.

Negotiate contracts and service agreements for office-related services (e.g., maintenance, supplies, utilities).

Monitor and manage contract renewals, ensuring service agreements are up-to-date and delivered according to terms.

Additional Duties:

Handle employee requests related to office needs, such as furniture, supplies, and workspace arrangements.

Collaborate with HR and IT to support the onboarding process for new hires, including workspace setup and equipment allocation.

Assist in budget planning and cost management for office operations, ensuring efficient resource allocation.

Perform other administrative and office-related tasks as required by management.

Qualifications and Requirements:

Experience: Proven experience in office administration, facilities management, or a similar role.

Education: Bachelor's degree in business administration, Facilities Management, or a related field.

Skills:

Strong organizational, multitasking, and time management skills.

Excellent written and verbal communication skills.

Knowledge of office equipment, building management, and general facility maintenance.

Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and office management software.

Ability to manage multiple priorities effectively in a fast-paced environment.

Strong problem-solving skills with a proactive, solution-oriented approach.

Experience managing office setup and relocation projects is a plus.

A high degree of attention to detail and ability to manage time effectively.

Personal Attributes:

Strong interpersonal skills and the ability to collaborate with all levels of staff and management.

Self-motivated, independent, and able to take initiative in solving challenges.

Positive attitude with a commitment to fostering a professional, productive work environment.

Ability to handle confidential information with discretion.