Office Administrator (Facilities & Workplace) - #1166625

WHY JOIN US?

We’re a leading provider of IT solutions and CCTV surveillance technology, committed to innovation and growth. Join us and enjoy:

Flexi-Benefits – Customize perks to suit your lifestyle
Annual Health Screening – Your well-being matters
Overseas Company Trips – Celebrate success together
Team Bonding Activities – Build lasting connections
Corporate Social Responsibility (CSR) – Make an impact beyond work

JOB PURPOSE

Responsible for the day-to-day upkeep of the office environment, workplace supplies, and physical assets, while also driving employee engagement through events, feedback initiatives, and company milestone celebrations. Acts as the go-to person for a safe, well-stocked, and positive workplace experience.

KEY RESPONSIBILITIES

Inventory & Supplies Management

• Maintain adequate stock levels of internal expendables and perishables, including stationery, cleaning supplies, toiletries, and F&B/refreshments.

• Monitor consumption trends and reorder proactively to avoid stock-outs or overstocking.

Facilities & Equipment Maintenance

• Conduct weekly checks on office equipment, appliances, printers, doors, furniture, and fixtures.

• Log faults and coordinate timely repairs with vendors or building management.

• Monitor and maintain all office workspace-related duties to keep the space safe, functional, and presentable.

• Oversee facility management and maintenance of office assets, including basic preventive maintenance scheduling.

Access & Security Administration

• Issue, track, and deactivate staff access cards, office keys, physical and digital name cards.

• Maintain an accurate and up-to-date access register.

Employee Equipment & Asset Management

• Maintain a register of equipment issued to employees (e.g. laptops, mobile devices, peripherals), tracking issue date, condition, and current holder.

• Monitor equipment lifecycle and condition, flagging items due for maintenance, repair, or replacement.

• Recommend replacement timelines based on equipment lifecycle stage, condition, and company policy, and coordinate procurement of replacements with relevant departments.

• Coordinate the return and reallocation of equipment during off-boarding or role changes.

Workplace Environment & Culture

• Proactively observe workplace conditions and propose practical, cost-conscious ideas to enhance the working environment.

• Plan, organize, and coordinate company events and team-bonding activities throughout the year.

• Run bi-annual workplace feedback surveys, consolidate data and insights, and present findings to management for discussion.

• Plan the annual company anniversary celebration, including sourcing commemorative souvenirs (e.g. T-shirts, bags, badges, caps, accessories) within budget.

Other Duties

• Perform any other ad-hoc duties or tasks as assigned by management from time to time.

REQUIREMENTS

• Diploma or equivalent in Business Administration, Facilities Management, or a related field.

• 1–3 years of experience in office administration, facilities coordination, or workplace/employee experience roles.

• Organized, detail-oriented, and comfortable managing multiple small projects simultaneously.

• Experience coordinating vendors (cleaning, F&B, printing/merchandise suppliers) is an advantage.

• Familiarity with asset/inventory tracking (spreadsheets or asset management software) is an advantage.

• Proficient in MS Office/Google Workspace; comfortable running simple surveys (e.g. Google Forms, Microsoft Forms).

• Good interpersonal skills — this role interacts with staff across all levels daily.