## Title: Administrative Officer

Position Overview

The Administrative Officer provides essential administrative support to the Senior Admin Manager and ensures smooth day-to-day office operations. This role involves drafting correspondence, managing documentation, coordinating vehicle usage, maintaining office supplies, and assisting with communication and event management.

Key Responsibilities

Documentation and Correspondence

Draft offer letters, invoices, and various official letters and notices
Review tenancy, sales, property management, and other agreements
Correspond professionally with clients and prospective clients
Establish and maintain a thorough documentation and filing system

Financial Management

Receive and process fund requests
Maintain detailed and accurate expense records
Prepare regular reports on office supply expenses and budgets

Vehicle and Fleet Management

Coordinate and oversee the smooth operation of the company's carpool, including drivers and vehicles, in collaboration with the Front Desk Officer
Supervise the Front Desk Officer in maintaining accurate vehicle usage logs, fuel consumption records, and movement schedules
Ensure all vehicle documentation (licenses, insurance, etc.) are valid, up to date, and properly filed
Review and approve the driver roster prepared by the Front Desk Officer to ensure efficient service delivery and coverage
Monitor and report on vehicle performance, maintenance needs, and related expenses to the Senior Admin Manager

Office Supplies and Inventory Management

Maintain a reliable inventory of office consumables
Monitor office stock levels and place orders as necessary
Maintain an accurate inventory management system
Conduct quarterly market price surveys to ensure value for money in procurement

Office Administration and Facilities

Oversee office cleanliness and ensure that external areas (lawns, gardens, walkways, parking areas) and office interiors are well maintained
Supervise the Front Desk Officer to ensure guests are professionally welcomed and directed

Administrative Officer

Job description