Office Administrator

Job Summary

Provide reliable, responsive administrative and operational support to the Secretariat, ensuring smooth office operations, effective coordination of meetings, travel, suppliers, documents, and event logistics, while maintaining accurate records and compliance with policies.

Responsibilities

• Manage day-to-day office administration including workspace readiness, supplies, equipment, mail, courier services, maintenance coordination, visitor access, safety notices, and service requests
• Own and maintain the central operational calendar; arrange internal and external meetings with agendas, materials, room bookings, virtual links, and follow up on action items and deadlines
• Coordinate travel bookings, itineraries, accommodation, visa support, and meeting logistics aligned with approved travel policies and budgets; collect supporting documents for expense claims
• Maintain organized, version-controlled repositories for contracts, correspondence, policies, approvals, vendor records, meeting materials, and administrative registers; track renewals, signatures, retention, and access permissions
• Obtain supplier quotations, prepare comparative information, track requisitions, purchase orders, contracts, and delivery confirmations; maintain vendor information and coordinate invoice documentation following approval limits and segregation-of-duties
• Support event leads with venue coordination, registrations, invitations, speaker travel, supplier liaison, equipment, catering, on-site arrangements, attendee records, post-event documentation, and administrative close-out
• Maintain asset, contract, vendor, service, and compliance calendars; monitor open administrative actions, flag delays and exceptions, suggest process improvements, and support periodic record checks

Required competencies and certifications

• Diploma or degree in business administration, office management, HR administration, or related discipline, or equivalent practical experience

Preferred competencies and qualifications

• 3–5 years of relevant administrative or office-operations experience
• Experience in membership associations, non-profits, professional services, or events environments
• Strong proficiency in Microsoft 365 (Outlook, Excel, Word, PowerPoint, Teams) and comfort with shared document systems, HR platforms, procurement workflows, and enterprise systems
• Familiarity with Oracle/NetSuite is an advantage