Darwinbox Hiring! Full Time Office Administrator in Federal Territory - Ricebowl

Title: Office Administrator

Job Summary

The Office Administrator is responsible for ensuring the smooth and efficient operation of office administration, workplace facilities, employee support, and administrative coordination. This role works closely with employees, vendors, building management, and internal stakeholders to maintain a productive, compliant, and well-organized work environment.

Key Responsibilities

Office Administration & Employee Support

• Manage front desk operations and provide professional support to employees, visitors, and external stakeholders.
• Coordinate business travel arrangements, including flights, accommodation, transportation, travel documentation, and visa applications.
• Process employee expense claims and travel reimbursements.
• Plan, coordinate, and oversee employee engagement programs, company events, and workplace initiatives from concept through execution.
• Serve as the primary point of contact for engagement activities, including vendor coordination, venue arrangements, communications, budgeting, and event logistics.
• Propose and implement initiatives that foster employee engagement, teamwork, and a positive workplace culture.
• Maintain office records, administrative documentation, and filing systems.

Facilities, Assets & Vendor Coordination

• Ensure the office environment is well-maintained, safe, and operational at all times.
• Coordinate with building management, vendors, and service providers for office maintenance, repairs, utilities, and workplace-related matters.
• Manage office assets, supplies, inventory records, and workplace equipment.
• Work closely with the IT team on office equipment setup, maintenance, and replacement requirements.
• Coordinate administrative purchases, vendor quotations, approvals, and payment documentation.

Administrative Operations & Compliance

• Maintain accurate documentation of administrative processes, records, and operating guidelines.
• Support management in documenting, updating, and implementing operational procedures and internal controls.
• Ensure administrative activities are properly recorded and carried out in accordance with company policies and established processes.
• Monitor administrative expenses and identify opportunities to improve operational efficiency.

HR & Expatriate Administration Support

• Support onboarding and offboarding activities, including documentation, access arrangements, and asset coordination.
• Assist with the administration and communication of HR policies, processes, and employee initiatives.
• Support expatriate administration by coordinating immigration-related documentation, visa applications, renewals, travel arrangements, and communication with employees, vendors, and relevant authorities.
• Maintain employee and expatriate records, including monitoring work pass and visa expiry dates to ensure timely renewal and compliance requirements.

Other Duties

• Perform any other duties and responsibilities assigned by Management from time to time.

Requirements

• Diploma or Bachelor's Degree in Business Administration, Human Resources, Management, or a related field.
• Minimum 2-4 years of experience in office administration, general affairs, or a similar role.
• Experience supporting expatriate administration, visa coordination, or immigration-related matters is an advantage.
• Good command of spoken and written English.
• Proficient in Microsoft Office applications (Excel, Word, PowerPoint, and Outlook).
• Strong organizational, interpersonal, and communication skills.
• Detail-oriented, proactive, and able to multitask effectively.
• Able to handle confidential information with professionalism and discretion.