Officer - Administration

Job Summary

Supervise and co-ordinate the administrative services covering purchasing and the efficient provision of office services, in mall management (Quayside Mall)

Key Responsibilities

Administrative Support

• Manage correspondence, including emails, phone calls, and mail distribution.
• Prepare and maintain records, reports, and documentation.
• Maintain and update office systems, databases, and filing systems.

Tenant and Vendor Coordination

• Serve as the primary point of contact for tenants, addressing inquiries and resolving issues promptly.
• Coordinate with service providers, contractors, and suppliers to ensure smooth operations.
• Assist in preparing and distributing notices, announcements, and updates to tenants.

Financial and Procurement Assistance

• Assist in the preparation of invoices, purchase orders, and expense reports.
• Monitor and track budgets, ensuring compliance with allocated funds.
• Support the procurement process by sourcing and comparing vendor quotes.

Event and Facility Support

• Coordinate bookings and events within the mall and office spaces.
• Ensure meeting rooms and event spaces are prepared and equipped as required.
• Oversee general maintenance requests and escalate issues to the relevant departments.

Compliance and Safety

• Maintain compliance with company policies, local regulations, and health and safety standards.
• Support management in the preparation of audits and inspections.

Other Duties

• Provide general support to the management team as needed.
• Perform other administrative duties as assigned to support the overall operation of Quayside Mall & Office.

Qualifications

1. Diploma or Degree in Administration or related disciplines. 
2. Working knowledge of Microsoft office and e-mail.
3. Good negotiation skills.
4. Initiative and organizing skills.
5. At least 2 years of experience in the field. 

Skills & Abilities

Expected Minimum Years of Experience