Admin Operations Associate

Department Administration

Reporting to Head of Admin Operations

Direct Reports: None

Position Summary

The Admin Operations Associate is a pivotal support role, acting as the designated backup and operational coverage for key administrative functions mainly during absences and surge support as needed. The Associate also owns critical processes such as comprehensive Fixed Asset Management and Daily Office Administration oversight and control, maintain the office environment as conducive at highest level. Monitor the procedural consistency and compliance across the team’s workflows. This role requires flexibility, communication and interpersonal skill, can-do attitude, proficiency in MS offices such as ERP administrative modules, and adherence to business operational standards.

Key Responsibilities

1. Admin task ownership and oversight – This role maintains specialized ownership over critical, cross-functional administrative processes that require consistency, efficiency, responsiveness, and general oversights.

• Office Administration Oversight: Ensure the office working environment is conducive including cleanness, its functionality is at optimal level. Duties include but not limited to:
  • Oversee the office is at high standard of professional appearance across all common areas, including monitor and maintain general comfort of the office, reporting issues to appropriate facility team and landlord.
  • Serve as the first point of contact for internal staff inquiries regarding interpretation and compliance with administrative policies (e.g., office protocol, procurement, travel, vehicle use).
  • Focal to manage and responsible for new hires admin on-boarding process such as, including arrangement of seat, staff benefits, office building access card. This includes to arrange the access card for new hires and collect when staff resigns.
  • Ensure all visible Health & Safety standards are maintained, including proper disposal waste management, clear access to fire exits, first-aid kits are fully stocked and accessible, and safety signage is intact. Promptly report any potential hazards to Head of Admin Operations.
  • Conduct regular visual inspection of office furniture and fixed assets, ensuring they are not damaged or pose a risk to staff (e.g., wobbly chairs, torn carpets). Ensure, it is getting replaced or share back to technical team for maintenance and its follow-up.
• Fixed Asset Management: Asset are resources that requires proper tracking and effective use of it. Duties includes but not limited to:
  • Immediately tag and log the serial number of the new asset upon receiving of the asset, including record custodian, location, and condition in the asset issuance/transfer form upon dispatch.
  • Securely store the Soft/hard copy of the asset tagging log and issuance forms.
  • Report any discrepancies (missing, damaged) found during the physical count to the Head of Admin Operations.
  • Lead and execute the annual and surprise physical inventory counts of all fixed assets across all offices, reconciling the physical count against the Fixed Asset Registry and reporting discrepancies to the Head of Admin Operations.
  • Act as the primary liaison with the Finance team for the Fixed Asset Register reconciliation to ensure accurate asset data (date, acquisition cost, custodian, location) is intact.
  • Manage the asset lifecycle through documentation of asset movements (transfers, returns) and assist the Facility Manager in preparing the formal documentation for asset disposal/write-off action.
  • ERP Asset Module: Ensure all asset movements and status changes are accurately reflected in the ERP’s asset module to maintain a reliable digital record.
• Other tasks: collaborate and follow-up with other Admin team for task completion, provide solution for blockers, perform initiatives, make regular 1:1, responsive to ad hoc administrative requests assigned by Head of Admin and Operations.

1. Coverage and Alignment (back-up) Functions: This role ensures operational and business continuity by providing competent coverage for essential daily administrative tasks, in the absence of team members (admin, logistics, procurement, and reception), all travel management, expatriate entry-visa processes and guidance, procurement of goods and services, and reception support services. Ensure strict adherence to the established workflows and compliance procedures. Coverages include but not limited to:

• Covering in the Admin Coordinator absence, manage all domestic and international travel logistics requests, including procuring air tickets and arranging in-land vehicle rentals.
• Manage the procurement of hotel services for all expatriate staff, utilizing established corporate agreements.
• Monitor existing and expand additional hotel agreements, track utilization, and assist in periodic review for extension based on continued value and service quality.
• Coordinate with expat for pre-departure entry visa requirements and get expat’s authenticated documentations before visa expires in-country. Assist to process all necessary documentation, such as invitation letters, issue air ticket based on approval from Head of Admin Operations or DCEO.
• Maintain a comprehensive and up-to-date tracker of all expat legal authenticated documents, expiry dates, house rent agreements, and key contact information.
• Cover in the absence of Admin Assistant and Receptionist, perform front office reception and other related administrative assistant tasks.
• Put requisitions into the ERP system for all office administration needs (e.g., hotel services, rental vehicles, other admin services) and support other program teams with their administrative requisition requirements.
• Ensure all ERP entries are fully documented and comply with the ERP procedure and internal documentation requirements for audit readiness.
• Monitor the status of requisitions and purchase orders within the ERP system to ensure timely delivery and service execution.
• While covering for Procurement Officer, produce purchase order in the ERP system, including collection of quotes, vendor management, receiving goods/services and liaise with store and finance team to complete the procure to pay (P2P) cycle.

3. Other Administrative Support

• Systematically archive all relevant documents in the designated SharePoint, ensuring a logical and consistent file naming convention such that folders are accessible for easy retrieval and audit.
• Always work on and manage all archive and shareable documents in SharePoint to ensure ease of data accessibility and simultaneous collaborative work from a single file.
• Prepare and submit monthly administrative support accomplishment and status reports to the Head of Admin Operations.
• Perform any other task assigned by the Supervisor.

Qualification, Skill and Experience

• Bachelor’s degree in Business Administration, Management, Logistics, or a related field.
• A minimum of 5+ years of progressive experience in an administrative, logistics, or coordinator role, preferably (fixed asset management and office administration) within a fast-paced corporate or business organization.
• Experience or certification in ERP systems (e.g., Microsoft Dynamics) is highly desirable, but not a requirement.
• Exceptional adaptability and flexibility to switch between different operational roles.
• Excellent proficiency in Microsoft Office Suite (Word, Excel, PowerPoint), and experience with SharePoint or similar document management systems.
• High level of attention to detail, strong organizational and time management skills, ability to handle multiple tasks simultaneously, a proactive approach to problem-solving, able to develop vendor relationship and management, and a mind-set with collaborative and customer support service.
• Excellent verbal and written communication skills in English, with the ability to interact professionally with internal staff, vendors, and expats from diverse backgrounds.