Office Administrator at Konstructum Contracting Company

Role Summary

• The Office Administrator is responsible for ensuring the smooth, efficient and professional operation of the office. The role provides administrative and logistical support, coordinates office facilities and supplies, manages correspondence and documentation, and supports internal meetings and other corporate activities.
• The ideal candidate is organised, proactive, detail-oriented and capable of managing multiple administrative priorities while maintaining a high standard of professionalism, confidentiality and service delivery.

Key Responsibilities
Office Operations and Facilities Management:

• Coordinate the day-to-day operations of the office to ensure a functional, organised and professional working environment.
• Monitor office facilities, equipment and utilities, and coordinate maintenance and repairs as required.
• Maintain adequate office supplies, stationery and consumables, ensuring timely replenishment.
• Liaise with vendors, service providers, facility managers and other external parties on office-related matters.
• Monitor office cleanliness, safety, orderliness and general workplace standards.

Administrative Support and Documentation:

• Manage incoming and outgoing correspondence, calls, emails and other administrative communications.
• Maintain accurate physical and electronic filing systems for company documents and records.
• Prepare, format, print, scan and distribute letters, reports, memos and other official documents.
• Maintain administrative registers, schedules, contact lists and relevant office records.
• Support document tracking, record retrieval and proper archiving in line with company procedures.

Meetings and Logistics Coordination:

• Schedule meetings, manage calendars and coordinate meeting room arrangements.
• Prepare meeting rooms, presentation materials and other required resources.
• Coordinate logistics for internal meetings, training sessions, corporate events and official engagements.
• Arrange business travel, transportation, accommodation and related logistics when required.
• Provide administrative support for visitor management and reception activities.

Procurement and Expense Administration:

• Raise requests for office supplies, equipment and other administrative requirements in line with approved procedures.
• Obtain quotations and liaise with vendors to facilitate the timely delivery of goods and services.
• Maintain records of purchases, invoices, delivery notes and other supporting documents.
• Track office-related expenses and support budget monitoring and expense reconciliation.
• Ensure that all administrative purchases and payments follow established approval and procurement processes.

Internal Coordination and Employee Support:

• Provide general administrative support to employees and departments as required.
• Coordinate the distribution and collection of official documents and materials.
• Support employee onboarding logistics, including workspace preparation, access coordination and provision of basic office resources.
• Facilitate communication between departments on administrative and operational matters.
• Escalate office-related issues promptly to the appropriate manager.

Compliance, Reporting and Process Improvement:

• Ensure proper handling, storage and confidentiality of company records and sensitive information.
• Comply with company policies, health and safety requirements, and administrative procedures.
• Maintain an inventory of office assets, equipment and consumables.
• Prepare periodic reports on office activities, inventory, expenses, maintenance and outstanding administrative issues.
• Identify opportunities to improve administrative processes, cost efficiency and service delivery.

Required Skills and Competencies

• Interested candidates should possess an OND with 3-6 years experience. 
• Strong organisational, planning and time-management skills.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office applications, particularly Word, Excel, Outlook and PowerPoint.
• Ability to maintain accurate records and manage multiple priorities.
• Strong attention to detail and problem-solving ability.
• Effective interpersonal skills and a service-oriented mindset.
• Good vendor coordination, negotiation and follow-up skills.
• High levels of integrity, discretion and confidentiality.
• Ability to work independently and collaborate effectively across departments.
• Proactive approach to identifying and resolving administrative issues.

Working Relationships:

• Internal: Management, Human Resources / People & Culture, Finance, Procurement, technical teams and other business units.
• External: Vendors, contractors, facility managers, service providers, visitors and other relevant stakeholders.