Administrative Officer at Lotus Capital Limited

Responsibilities

• Office Management: Oversee and coordinate various administrative tasks and activities within an office environment to ensure smooth and efficient day-to-day operations.
• Facilities Management: Supervise and maintain office facilities, including workspace layout, office supplies, and equipment. Ensuring a clean, safe, and comfortable working environment. Supervise the facility management vendor to ensure efficient service optimization.
• Administrative Support: Provide administrative assistance to various departments, including delivering items and correspondence to all branches as requested.
• Communication and Coordination: Manage all CUG lines and Facilitate communication within the office intercom and between all CUG lines.
• Record Keeping and Documentation: Maintain accurate and up-to-date records, databases, and filing systems. Managing document storage, retrieval, and disposal processes.
• Budget Management: Assisting in monitoring and managing the office budget.
• Coordinate with finance to track expenses and ensure financial compliance.
• Administrative Policy Implementation: Enforce all administrative policies, procedures, and implement and communicate changes in policies.
• Event Planning: Provide administrative support for company events, meetings, and conferences.
• Problem Solving: Address issues and challenges that arise within the office environment.
• Procurement Management: Acquire goods, services, or works from external sources to fulfill Lotus Capital's through the identification of the need for a product or service to the final delivery and payment. i.e. office supplies management, vendor management, stocktaking, and inventory management, etc.
• Fleet Management: Supervise and coordinate Lotus Capital's vehicle fleet to ensure efficiency, compliance, and cost-effectiveness. This encompasses a range of tasks and responsibilities related to the acquisition, operation, maintenance, and disposal of vehicles within the fleet.
• Logistics Management: Plan, implement, and control the efficient movement and storage of items from the point of origin to the point of use for Lotus Capital Limited. It encompasses a range of activities aimed at optimizing the logistics chain and ensuring that items are delivered in a timely and cost-effective manner.
• Ancillary Staff Management: Manage the activities of the cleaners, dispatch riders, drivers, tea girl, and security guard, ensuring their optimal performances.
• Payment Processing: Ensure all administrative invoices are approved and processed for payments on the ERP provided.
• And other tasks assigned

Requirements

• Proven experience as an Administrative Officer, Administrator, or similar role.
• Bachelor's degree in Business Administration or a related field.
• At least 5 years of experience in administrative roles.
• Proficient in Microsoft Office Suite and other relevant software.
• Excellent organizational and time-management skills.
• Strong communication and interpersonal abilities.
• Attention to detail and problem-solving skills.
• Knowledge of office management systems and procedures.
• A male candidate would be preferred for gender balance in the workplace.

Competencies and Skil:

• Organizational Skills
• Attention to Detail
• Communication Skills
• Interpersonal Skills
• Problem-Solving Abilities
• Technological Proficiency
• Confidentiality
• Adaptability
• Customer Service Orientation
• Administrative Support Skills
• Resourcefulness
• Leadership Potential

Job Dimensions:

• Vendor Management
• Logistics Management
• Fleet Management
• Procurement Management
• Office Supplies Management
• Ancillary Staff Management
• Proper and correct posting of transactions, retirement, and payment follow-ups

Key Interfaces:

• All Units
• All HODs
• Facility Management Company
• All Service Centres
• All Lotus Branch Offices
• All Ancillary Staff

Key Performance Goals / Targets:

• Honesty and Integrity
• Customer Service and Stakeholder Satisfaction
• Adherence to Policies and Procedures
• Communication and Correspondence Handling
• Efficient Resource Management
• Accuracy and Quality of Work
• Timely Completion of Administrative Tasks
• Professional Development and Training