Office Associate

We are looking for a proactive and detail-oriented Office Associate to join our team. This role will report directly to the Department Head and play a key role in ensuring smooth day-to-day operations, effective coordination, and efficient administrative support across the department.

Key Responsibilities

1. Office Administration & Coordination

• Manage and coordinate internal and external meetings for the Department Head and team, including agenda preparation and minutes of meetings (MOMs).
• Ensure timely follow-ups on action items and maintain clear communication across stakeholders.

2. Vendor & Office Management

• Oversee vendor contracts, including renewals, PR creation, and work completion processes for outsourced services.
• Manage office supplies and resources to support efficient daily operations.

3. Planning, Budgeting & Reporting

• Coordinate the department’s business plan in collaboration with relevant stakeholders for review and submission.
• Support budget tracking and reporting by liaising with Finance and Shared Services.
• Maintain accurate tracking tools and prepare timely reports in line with organizational standards.

4. Task & Project Coordination

• Monitor departmental tasks and projects, ensuring timely execution and adherence to deadlines.
• Proactively follow up with stakeholders to ensure progress and completion.

5. Records & Documentation

• Maintain accurate and up-to-date records of outsourced personnel in compliance with internal policies.
• Ensure proper documentation and filing systems are in place and consistently updated.

Qualifications & Requirements

• Bachelor’s degree in Business Administration or a related field.
• 2–3 years of experience in administration or office operations.
• Strong organizational, communication, and coordination skills.
• Ability to manage multiple tasks and work in a fast-paced environment.
• Proficiency in Microsoft Office (Excel, Word, PowerPoint).
• Attention to detail with a proactive and solution-oriented mindset.