Background information about the job or company (e.g., role context, company overview)

The Office Administrator will be responsible for ensuring the smooth day-to-day running of the office while providing administrative support to operations, HR, and finance functions. The role requires a highly organized and detail-oriented individual who can manage multiple tasks efficiently in a fast-paced security environment.

Responsibilities or duties

Administrative Support

• Manage front office operations, including handling calls, emails, and visitors
• Maintain organized filing systems for company records, contracts, and compliance documents
• Prepare reports, letters, and internal communications

Operations Coordination

• Support scheduling and deployment of security personnel in coordination with the operations team
• Maintain staff attendance records, duty rosters, and shift schedules
• Track and update incident reports and daily occurrence logs

HR & Staff Support

• Assist in onboarding new security personnel (documentation, file creation, uniforms issuance tracking)
• Maintain employee records and ensure compliance with statutory requirements
• Support leave tracking and staff welfare coordination

Finance & Procurement Support

• Assist in invoice preparation, expense tracking, and petty cash management
• Coordinate procurement of office supplies and operational equipment
• Maintain records of company assets and inventory

Compliance & Documentation

• Ensure all licenses, permits, and regulatory documents are up to date
• Support audits by maintaining accurate and accessible documentation

Qualifications or requirements (e.g., education, skills)

• Diploma in Business Administration, Office Management, or related field
• Proficiency in Microsoft Office Suite (Excel, Word, Outlook)

Experience needed

• 1–3 years’ experience in an administrative role (experience in a security or logistics company is an added advantage)
• Experience with basic accounting or HR systems is an added advantage

Any other provided details (e.g., benefits, work environment, team info, or additional notes)

Key Competencies

• Strong organizational and multitasking skills
• Excellent communication and interpersonal skills
• High level of integrity and confidentiality
• Attention to detail and accuracy
• Ability to work under pressure and meet deadlines

• Manage front office operations, including handling calls, emails, and visitors
• Maintain organized filing systems for company records, contracts, and compliance documents
• Prepare reports, letters, and internal communications
• Support scheduling and deployment of security personnel in coordination with the operations team
• Maintain staff attendance records, duty rosters, and shift schedules
• Track and update incident reports and daily occurrence logs
• Assist in onboarding new security personnel (documentation, file creation, uniforms issuance tracking)
• Maintain employee records and ensure compliance with statutory requirements
• Support leave tracking and staff welfare coordination
• Assist in invoice preparation, expense tracking, and petty cash management
• Coordinate procurement of office supplies and operational equipment
• Maintain records of company assets and inventory
• Ensure all licenses, permits, and regulatory documents are up to date
• Support audits by maintaining accurate and accessible documentation

• Proficiency in Microsoft Office Suite (Excel, Word, Outlook)
• Strong organizational and multitasking skills
• Excellent communication and interpersonal skills
• High level of integrity and confidentiality
• Attention to detail and accuracy
• Ability to work under pressure and meet deadlines

• Diploma in Business Administration, Office Management, or related field
• 1–3 years’ experience in an administrative role (experience in a security or logistics company is an added advantage)
• Experience with basic accounting or HR systems is an added advantage