Operations Office Admin

Role Overview

This role is centered on keeping office operations running smoothly across administration, vendor coordination, compliance support, and basic IT assistance. The position also includes helping with internal communications and simple marketing-related coordination when needed.

General Office Administration

• Oversee day-to-day office supplies, stationery, and pantry stock so essentials remain available.
• Watch inventory levels closely, estimate future requirements, and arrange purchases in time.
• Work with suppliers to make sure deliveries are prompt and product quality meets expectations.

Vendor and Contract Handling

• Coordinate with vendors and service providers for office goods and support services.
• Track vendor agreements, renewal dates, and service performance.
• Keep organized records of quotations, invoices, and service contracts.

ISO Auditing and Documentation

• Assist with internal audits and compliance reviews tied to ISO standards such as ISO 9001.
• Maintain SOPs, operational records, and other compliance documents in an up-to-date state.
• Help prepare for external audits and follow through on corrective actions when required.

System Licenses and IT Support

• Maintain a register of software and system licenses, including renewal tracking and user access details.
• Coordinate with IT vendors or the internal IT team for setup, troubleshooting, and issue resolution.
• Provide basic first-line support for simple hardware and software issues such as printer setup and password resets.
• Support joining and exit processes by helping with account creation or deactivation.

Marketing and Communications Assistance

• Help update the company’s LinkedIn page and website content alongside HR or the relevant teams.
• Assist with simple visual updates for company events, staff features, or CSR activities.
• Liaise with design, printing, and digital service providers for marketing materials and office branding items.

Requirements

• A diploma in Business Administration, Information Systems, Facilities Management, or a similar discipline is required.
• Applicants should have 2 to 3 years of experience in office operations or administrative support.
• Strong organizational ability and careful attention to detail are important for success in this role.
• A working understanding of ISO quality practices and IT systems is needed.
• Comfort with Microsoft Office and everyday office technology is expected.