Office Administration & IT

Role Overview

Responsible for day-to-day office operations, administrative coordination, and basic IT support to ensure the efficient and compliant functioning of the organization. This role supports staff coordination, documentation, office logistics, and internal and external systems coordination.

Key Responsibilities

Office Administration & Operations

  • Coordinate daily office operations, including staff scheduling, attendance tracking, and internal coordination

  • Support meeting scheduling, internal communications, and administrative workflows

  • Assist with onboarding logistics and general staff support

Document Management & Compliance Support

  • Manage organizational documents, records, and filing systems (digital and physical)

  • Support document preparation and record keeping for compliance, reporting, and audit purposes

  • Assist with maintaining up-to-date policies, procedures, and administrative documentation

Office Facilities & Logistics

  • Coordinate office facilities, supplies, and basic operational logistics

  • Liaise with service providers, vendors, and property management as required

  • Support event logistics, meeting room setup, and administrative arrangements

IT & Systems Support

  • Provide basic IT support for office systems, devices, and software

  • Coordinate with external IT service providers for technical support and maintenance

  • Support internal systems setup, access management, and troubleshooting

  • Assist staff with basic technology use and digital tools

Recruitment Requirements

  • Diploma or Bachelor’s degree in Business Administration, Office Administration, Information Technology, or a related field

  • 2–5 years of experience in office administration, administrative coordination, or IT support roles

Core Competencies

  • Strong organizational and administrative skills

  • Ability to manage multiple tasks and support diverse teams

  • Basic understanding of IT systems, office software, and digital tools

  • Strong attention to detail, record accuracy, and confidentiality

Preferred Qualifications

  • Experience working in a chamber of commerce, non-profit organization, or publicly funded institution

  • Familiarity with compliance documentation and administrative reporting

  • Professional working proficiency in English; Mandarin proficiency is an asset

  • Experience coordinating with external IT vendors or service providers

Position Impact

  • Ensures smooth daily operations and administrative compliance

  • Supports staff productivity and organizational coordination

  • Provides reliable administrative and IT support for program delivery and growth

 

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