Job Overview
- Manage day-to-day administrative operations of the office including reception, emails, phone calls, correspondence, couriers, and visitor coordination to ensure smooth workflow.
- Oversee office administration and facility management including cleanliness, utilities, equipment maintenance, housekeeping, and overall office infrastructure.
- Monitor and manage office supplies, pantry, stationery, and administrative inventory, ensuring timely procurement and proper stock control.
- Maintain and organize company documentation including contracts, invoices, purchase orders, compliance documents, employee records, visitor logs, and operational reports in both physical and digital formats.
- Maintain accurate filing systems, administrative databases, and document archives to ensure easy retrieval and proper record management.
- Handle data entry, database updates, and documentation maintenance according to company administrative procedures.
- Coordinate effectively with internal departments such as Sales, Design, Operations, Production, Purchase, Accounts, and Service to ensure smooth communication and workflow.
- Act as a liaison between senior management, internal teams, vendors, suppliers, and external stakeholders.
- Schedule and organize meetings, appointments, interviews, internal discussions, and events for management and team members.
- Prepare meeting agendas, record Minutes of Meeting, and track action items to ensure timely completion.
- Support senior management with calendar management, presentations, official correspondence, administrative reports, and travel arrangements when required.
- Prepare MIS reports, operational summaries, administrative data records, dashboards, and expense reports for management review.
- Coordinate with vendors and service providers for office supplies, maintenance services, facility repairs, and administrative requirements.
- Obtain quotations, process purchase requests, track deliveries, and follow up with Accounts for payment processing.
- Verify vendor bills, support purchase order documentation, and maintain procurement records when required.
- Assist Sales and Accounts teams with administrative support such as quotations, proforma invoices, and maintaining organized client documentation.
- Support Purchase and Production teams by coordinating administrative documentation and tracking related records when required.
- Maintain visitor records, greet clients or guests, and coordinate client visits at the office or experience center.
- Assist in showroom or experience center coordination by ensuring organized documentation, maintaining visitor logs, and supporting a professional customer environment.
- Ensure showroom and office areas remain organized, presentable, and aligned with company service standards.
- Support HR-related administrative activities including onboarding documentation, attendance tracking, leave records, and maintaining employee files.
- Assist in organizing meetings, training programs, exhibitions, trade shows, and internal company events.
- Coordinate dispatch documentation, logistics paperwork, and internal document flow between departments when required.
- Maintain strict confidentiality of company documents, internal information, client records, and sensitive business data.
- Ensure adherence to company policies, administrative procedures, safety protocols, and compliance standards.
- Identify opportunities to improve administrative processes and support efficient office operations.
- Provide general administrative and coordination support to enhance productivity and operational efficiency across the organization.
- Contribute to smooth operational support for the company’s business activities including premium interior solutions and related product segments.
- Strong administrative and office management skills to manage daily operations efficiently and maintain smooth office processes.
- Excellent organizational, planning, and time management abilities with strong multitasking capability.
- Strong attention to detail and accuracy in documentation, reporting, and record management.
- Effective verbal and written communication skills for professional coordination with management, internal teams, vendors, and external stakeholders.
- Strong interpersonal and relationship-building skills to coordinate effectively across departments.
- Ability to manage multiple priorities, schedule tasks efficiently, and ensure timely completion of responsibilities.
- Proficiency in MS Office Suite including Word, Excel, PowerPoint, Outlook, and email management.
- Familiarity with digital documentation systems, cloud storage tools, and office management software.
- Basic knowledge of ERP or CRM systems for record management and administrative tracking.
- Ability to prepare MIS reports, dashboards, presentations, and administrative documentation.
- Strong documentation, filing, and database management skills for maintaining accurate business records.
- Vendor coordination and follow-up management skills with basic procurement knowledge.
- Understanding of purchase orders, invoices, inventory tracking, and administrative documentation processes.
- Ability to manage office supplies, administrative inventory, and procurement coordination.
- Basic knowledge of logistics coordination and documentation related to dispatch and operational support.
- Strong meeting coordination skills including calendar management, agenda preparation, and minutes of meeting documentation.
- Ability to provide administrative and coordination support to senior management.
- Ability to maintain strict confidentiality and handle sensitive company and client information with integrity.
- Strong problem-solving ability with a proactive and solution-oriented approach.
- Ability to maintain efficient office processes and improve administrative workflow efficiency.
- Professional customer service attitude with the ability to handle visitors and client interactions professionally.
- Polished presentation, etiquette, and professionalism aligned with premium or luxury customer environments.
- Adaptability to work in a dynamic business environment and support multiple administrative functions.
- Ability to coordinate internal communication and maintain smooth information flow across departments.
- Basic HR coordination knowledge including onboarding documentation, attendance tracking, and employee record maintenance.
- Strong event and meeting coordination skills for internal programs, business meetings, exhibitions, or corporate events.
- Professional discipline, reliability, and a process-oriented working approach to support organizational efficiency.
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