Administration & Operations Officer

Key Responsibilities

Strategy

• Support implementation of the company’s operational strategy in alignment with organisational objectives.
• Contribute to the development and continuous improvement of operational processes, policies, and administrative procedures.
• Monitor operational performance and recommend improvements that enhance efficiency, service delivery, and cost effectiveness.
• Support business planning activities by providing operational information and administrative coordination.
• Participate in initiatives that strengthen operational readiness as the organisation grows.

Operational

• Coordinate day-to-day office operations to ensure efficient business continuity.
• Manage office administration, facilities, workspace, supplies, equipment, and general office services.
• Coordinate procurement activities including sourcing quotations, supplier engagement, purchase requests, purchase orders, and delivery follow-up.
• Maintain supplier records, contracts, and procurement documentation.
• Support finance administration through invoice processing, payment follow-up, petty cash management, expense tracking, reconciliations, and coordination with finance service providers.
• Serve as the first point of contact for clients, visitors, partners, and service providers, ensuring a professional customer experience.
• Coordinate customer enquiries, issue resolution, and follow-up to ensure timely service delivery.
• Coordinate travel arrangements, meetings, events, logistics, and visitor management.
• Maintain operational records, asset registers, inventory records, and administrative documentation.
• Support onboarding and offboarding activities for employees, consultants, and partners.
• Prepare operational reports, procurement updates, expenditure summaries, and administrative dashboards.
• Support implementation of business continuity initiatives, operational risk mitigation measures, and workplace health and safety requirements.
• Coordinate with shared service providers and external partners to ensure uninterrupted business operations.
• Perform any other duties assigned by the Finance Manager.

Corporate Governance

• Ensure compliance with organisational policies, procurement procedures, financial controls, and statutory requirements.
• Maintain accurate operational documentation to support governance, audit, and regulatory requirements.
• Monitor adherence to internal approval processes and delegated authority limits.
• Support internal and external audit activities through timely provision of documentation and operational information.
• Safeguard confidentiality of organisational information and maintain appropriate records management practices.

People and Culture

• Promote a customer-focused, collaborative, and service-oriented working environment.
• Support employee engagement activities, staff events, and workplace initiatives.
• Build positive working relationships with internal and external stakeholders.
• Contribute to a culture of accountability, professionalism, continuous learning, and operational excellence.