Job Purpose

To provide proactive administrative and helpdesk support to the Operations and Property Management teams, ensuring smooth day-to-day operations, effective communication, accurate documentation, and timely reporting in line with company policies.

Key Responsibilities

Help Desk & Operations Support

• Manage and respond to all incoming helpdesk calls and service requests in a timely manner.

• Support end users and service providers, coordinating actions and follow-ups.

• Escalate issues, complaints, and operational concerns to management when required.

• Provide prompt administrative support and respond to employee queries.

Administration & Office Management

• Provide administrative support to Operations Managers, Property Managers, and Assistant Property Managers.

• Maintain accurate records, databases, and filing systems (electronic and physical).

• Manage schedules and diaries to ensure efficient coordination of activities.

• Monitor office supplies, manage inventory, and coordinate replenishment.

• Coordinate office maintenance and resolve day-to-day office issues.

Documentation & Reporting

• Maintain, update, and control SOPs, operational manuals, and shared drive documentation.

• Ensure property manuals are updated and consistent across all sites.

• Prepare daily, weekly, monthly, and ad hoc operational reports as required.

• Maintain transmittal logs, attendance records, leave records, and operational files.

• Support document control activities as assigned.

Coordination

• Liaise with internal departments including HR, Finance, Procurement, IT, and service partners.

• Coordinate and support administrative staff such as drivers, cleaners, and office assistants.

• Perform additional duties as assigned by management.

Key Performance Indicators (KPIs)

• Timely submission of monthly inventory reports.

• Regular updates of SOPs and operational manuals.

• Accurate and timely operational and security reporting.

• Daily maintenance of incoming and outgoing document logs.

Qualifications & Experience

Education

• Diploma in any discipline (Administration preferred).

• Office Management certification is an advantage.

Experience

• Minimum 3 years’ experience in administration or helpdesk/office coordination.

Skills & Knowledge

• Strong knowledge of office administration and documentation control.

• Familiarity with ERP or back-office systems.

• Advanced MS Office skills.

• Excellent communication, organization, and attention to detail.

Job Challenges

• Managing urgent and short-notice requests.

• Flexibility in working hours and duties based on operational needs.