Role Overview
The Office Administrator is responsible for ensuring smooth day-to-day office operations, with a strong focus on documentation, internal coordination, and maintaining an organized and efficient working environment. This role supports internal teams and management by handling administrative processes, records, and office logistics.
Key Responsibilities:
1. Office Operations & Administration
- Manage daily office operations to ensure a well-organized and productive working environment
- Maintain office layout, workspace assignments, and general upkeep
- Oversee office supplies, inventory, and timely procurement
- Coordinate office maintenance, vendors, and service providers
2. Documentation & Contract Management
- Prepare, process, print, and manage internal documents and contracts for employees, freelancers, and partners
- Ensure proper filing, tracking, and storage of all documents (both physical and digital)
- Handle stamping, signing, and document circulation processes
- Maintain accuracy, confidentiality, and version control of documents
3. Internal Coordination & Scheduling
- Manage executive calendar, schedule meetings, and avoid conflicts
- Coordinate internal meetings, prepare meeting rooms, and follow up on action items
- Support communication across teams to ensure smooth workflow
4. Accounting & Expense Coordination (Internal-focused)
- Prepare payment documents and support monthly expense tracking
- Issue and manage internal invoices and coordinate with accountants when needed
- Track budgets, expenses, and supporting documents for internal review
- Handle accounting documents requiring signatures and ensure proper submission
5. Procurement & Vendor Management
- Manage relationships with suppliers and service providers
- Handle office-related purchases, orders, and expense tracking
- Ensure timely delivery and cost-effective procurement
6. Event & Office Activities Support
- Organize internal events, team activities, and company gatherings
- Coordinate logistics including venue, catering, and materials
- Prepare internal gifts for team occasions (e.g. Tet, Mid-Autumn, company events)
7. Data & Compliance
- Maintain and update internal databases and records
- Ensure compliance with company policies and administrative procedures
- Support implementation of internal policies and process improvements
- Ensure confidentiality of sensitive information
8. Additional Support
- Assist in onboarding logistics (workspace setup, documents, coordination)
- Support internal projects and ad-hoc administrative tasks
- Handle urgent operational issues (e.g. office disruptions, supplier delays)
- Ensure health & safety compliance, including office supplies and basic arrangements
Requirements
- 1-2 years of experience in office administration or similar roles, with prior experience in startup environment is highly preferred.
- Good English proficiency (written and verbal)
- Strong organizational and documentation skills
- High attention to detail and ability to manage multiple tasks
- Good communication and coordination skills
- Proactive, reliable, and able to handle confidential information
