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Position SummaryThe Office Management officer is responsible for ensuring the efficient operation of the office while providing comprehensive administrative and human resources support. This role oversees office facilities, administrative services, recruitment coordination, employee records, government compliance, and financial administration to ensure smooth day-to-day business operations.Key Responsibilities1. Office & Facilities Management• Ensure the office environment is clean, organized, safe, and operating efficiently.• Manage office facilities, equipment, and assets, ensuring proper maintenance and functionality.• Coordinate office maintenance, repairs, cleaning services, and other facility-related activities with external vendors.• Manage office supplies, pantry items, stationery, courier services, transportation, and other administrative resources, ensuring adequate stock levels and cost efficiency.• Coordinate IT administration, including IT support requests, software installation, hardware procurement, quotations, equipment maintenance, and server backup coordination with IT service providers.• Handle incoming and outgoing mail, deliveries, and courier services.2. Administration & Executive Support• Serve as the primary point of contact for visitors, clients, and incoming telephone calls, ensuring a professional reception.• Manage general correspondence, including emails, letters, and document distribution.• Coordinate meeting schedules, calendars, appointments, travel arrangements, and accommodation bookings.• Organize meetings by preparing agendas, meeting materials, minutes, follow-up actions, catering, and meeting room arrangements.• Support the organization of company events, staff activities, celebrations, and internal communications.• Assist management with general administrative tasks and document preparation.3. Human Resources Administration• Manage the end-to-end recruitment process, including job postings, candidate sourcing, screening, interview coordination, offer preparation, and onboarding.• Coordinate new employee onboarding and orientation to ensure a smooth integration into the company.• Maintain accurate employee records (both electronic and hard copy) and ensure timely updates in accordance with company policies and legal requirements.• Administer employees leave records and attendance while coordinating with external HR service providers for payroll and Compensation & Benefits (C&B) administration.• Prepare and submit required HR reports, declarations, and documentation to relevant government authorities in compliance with applicable regulations.• Ensure compliance with labor laws, company policies, confidentiality requirements, and personal data protection standards.• Support employee engagement activities and provide day-to-day HR administrative support.4. Financial & Administrative Coordination• Support basic accounting and financial administration, including expense tracking, reimbursement processing, invoice preparation, and payment documentation.• Maintain accurate records of office operational expenses and administrative budgets.• Coordinate with the external Finance and auditors to provide supporting documentation and administrative assistance during financial reviews and audits.• Assist in monitoring and forecasting administrative and office operating expenses.• Respond to finance-related administrative inquiries from internal departments.
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