OFFICE ADMINISTRATIVE MANAGER JOB DESCRIPTION

An Office Administrative Manager keeps an organization running by owning the systems most employees never see. Vendor contracts expire, maintenance goes unscheduled, new hires arrive without equipment, and onboarding stalls - this role prevents all of it. Unlike an Executive Assistant, who follows a principal's calendar, or an Office Coordinator, who executes defined tasks, the Office Administrative Manager holds full operational accountability: setting the procedures, managing the vendors, and keeping the physical and administrative environment functional. The role sits close to senior leadership and regularly handles highly confidential information.

As the Office Administrative Manager, you will own the day-to-day administrative and facilities operations of the office, from vendor contract management and new hire onboarding to supplies procurement and health and safety compliance. The position reports to senior management and works across departmental leaders, HR, IT, and external vendors to maintain a reliable and well-organized workplace.

Career Impact: Building proficiency in vendor negotiation, compliance tracking, and multi-function office management positions an Office Administrative Manager for advancement into Operations Manager or Senior Office Manager roles across corporate sectors.

Business Impact: When onboarding logistics, facilities maintenance, and vendor agreements are managed well, new employees reach productivity faster and leadership loses no time to operational disruption.

Growth Opportunity: Exposure to health and safety policy management, budget oversight, and cross-departmental coordination expands the operational scope this role can credibly take on over time.

• Manage vendor contracts and coordinate scheduled and emergency facilities maintenance to sustain a safe and functional workplace.
• Coordinate new hire onboarding, including equipment procurement, technology setup, and arrival logistics for incoming staff.
• Oversee front desk operations, representing the organization to visitors, VIPs, and inbound and outbound courier services.
• Maintain asset management records covering registration, employee assignment, physical inventory, and disposal of office equipment.
• Procure and monitor office supplies, reproduction equipment, and facilities consumables within approved budget parameters.
• Implement and enforce office administrative procedures, health and safety policies, and confidentiality protocols across the team.
• Partner with HR and Talent teams to improve onboarding workflows and support interview scheduling and internal events coordination.
• Monitor daily office equipment, including shared-use devices, and arrange repair or replacement as needed.

• Bachelor's degree in business administration or a related field, or equivalent work experience.
• 3 or more years of office administration or office management experience, with demonstrated responsibility for facilities and vendor oversight.
• Proven ability to handle confidential organizational information with discretion and consistent follow-through.
• Strong organizational and prioritization skills, with the ability to manage multiple concurrent tasks independently.
• Solid written and verbal communication skills for liaison with departmental leaders, external vendors, and building management.
• Experience coordinating onboarding logistics, supplies procurement, and equipment inventory in a multi-staff environment.
• Proficiency in standard productivity and communication software, applied to scheduling, reporting, and document management.

• Prior experience supporting health and safety compliance programs or managing office policy documentation.
• Background in event logistics, including budget tracking, vendor selection, and catering coordination for internal events.
• Exposure to multi-location or multi-country office operations, including remote vendor management across sites.
• Familiarity with project management workflows that require coordination with cross-functional teams such as IT or HR.

• Vendor contract renewal rate, reflecting how consistently agreements are tracked and renewed before expiry.
• Onboarding readiness rate, measuring the percentage of new hires set up with equipment and access on day one.
• Facilities issue resolution time, tracking how quickly maintenance requests are closed after submission.
• Supply inventory accuracy, reflecting how reliably stock levels are maintained within approved thresholds.
• Health and safety policy currency, measured by the percentage of policies reviewed and updated within required intervals.
• Typical tools: Productivity suites (commonly Microsoft 365 or Google Workspace); communication platforms (commonly Teams or Slack).

• Base Salary Range: $55,000 to $80,000 annually, depending on scope and location
• Bonus: Discretionary annual bonus, typically 5 to 10 percent of base salary
• Equity: Generally not offered at this level in non-startup environments
• Health Benefits: Medical, dental, and vision coverage; employer contribution varies by organization
• PTO: 15 to 20 days annually, plus federal holidays and sick leave
• Common Perks: Commuter benefits, office supply stipend, and professional development allowance

Figures are estimates based on general US market benchmarks and may be outdated. Adjust based on location, company size, and seniority level.

Work authorization in the United States is required for all applicants. All qualified candidates will receive equal consideration for employment without regard to race, color, religion, sex, national origin, age, disability, veteran status, or any other characteristic protected under applicable federal, state, or local law. Reasonable accommodations are available to individuals with disabilities throughout the hiring process upon request. Employment offers are contingent on the successful completion of a background check.

The Office Administrative Manager owns daily facilities and administrative operations, from coordinating new hire onboarding and technology setup to managing vendor contracts, asset inventories, and front desk representation for visitors and VIPs. Working across departmental leaders and administrative staff, the role ensures operational continuity and organizational trust in a high-confidentiality environment.

Key Responsibilities

• Coordinate new hire onboarding, including technology setup and equipment shipping.
• Manage facilities, including scheduled and necessary maintenance with contracted vendors.
• Procure and manage office supplies and certain equipment.
• Manage shipping and receiving operations.
• Maintain asset management, including registration, employee assignment, inventory, and disposal.
• Maintain daily office equipment, including coffee machines, printers, and other on-site equipment.
• Manage front desk operations for inbound and outbound shipping and represent the company to visitors and VIPs.
• Perform other assigned departmental administrative duties and occasionally assist senior vice presidents as needed.
• Collaborate with departmental leaders, vendors, and administrative staff as needed.
• Maintain confidentiality of all conversations and information.

Required Qualifications

• 3+ years of experience as an administrative manager, senior assistant, or business office manager.
• Education diploma or degree from an accredited school or university preferred.
• Associated training certifications preferred.
• Ability to maintain extreme confidentiality related to all company discussions, planning, and records.
• Proven record of trust in prior roles, as this is a high-trust position.
• Self-starter skilled in organizing and prioritizing multiple tasks with little supervision.
• Advanced skills in Microsoft Office 365, including PowerPoint, Word, Excel, Teams, and Outlook on Windows 10.
• Proficient in internet navigation using browsers such as Firefox or Google Chrome with a dual-monitor setup.
• Ability to thrive in a fast-paced environment with strong follow-through and outcome ownership.
• Service-oriented with a friendly demeanor, patience, and ability to work well in a team with limited supervision.

Embedded within fund management and corporate governance operations, the Office Administrative Manager delivers end-to-end administrative oversight spanning board meeting preparation, investor reporting, and compliance across Singapore, Japan, and India affiliates. Working closely with external regulators, lawyers, auditors, and fund administration partners, the role enables accurate portfolio monitoring and timely decision-making for senior leadership and investors.

Core Functions

• Report to management and liaise with board members to provide valuable inputs.
• Handle correspondence, write reports, and communicate decisions to relevant company stakeholders.
• Liaise with external regulators, vendors, HQ, and advisers such as lawyers and auditors.
• Prepare agendas and papers for board meetings, committees, and AGMs, and follow up on action points.
• Convene and service AGMs, take minutes, draft resolutions, and lodge required forms and annual returns.
• Manage contractual agreements with suppliers and customers, including invoice payments and office space.
• Drive PR activities, including maintaining the company website.
• Oversee Singapore fund management operations, accounting, and portfolio monitoring with the India team.
• Liaise with fund administration service companies and affiliate entities in Japan and India.
• Process administrative notices and requests from portfolio companies, track performance and financials, and propose actionable insights.
• Reconcile daily cash accounts, handle litigation and arbitration matters, and prepare weekly investor reports.
• Prepare and organize directors' meetings and shareholders meetings, including minutes drafting.

Qualifications & Experience

• Bachelor's degree in any field required.
• Minimum 5 years of experience in PE/VC fund management, investment management, or business management of group companies.
• Knowledge of firm valuation, corporate accounting, and corporate legal matters.
• Familiar with the full cycle of fund management.
• Able to work in a middle-back capacity.
• Fluent in Japanese and English to liaise with Japanese counterparts and investors.
• Professional mindset with meticulous attention to detail.
• Multitasking ability, independence, and a positive attitude.

Reporting to office leadership, the Office Administrative Manager shapes daily office operations by managing customer sales across phone, email, and social media while supervising staff, overseeing CRM data integrity, and coordinating service schedules and inventory throughout the season. Partnering with administrative and sales teams, the role supports consistent service delivery and revenue outcomes for the organization.

Primary Duties

• Maintain a professional and organized office and perform various administrative tasks.
• Manage and execute customer sales via phone, email, and social media.
• Respond to customer inquiries, sell services, and resolve complaints by telephone and email.
• Supervise entry and maintenance of up-to-date customer data, accounts, and payments via CRM software.
• Manage office staff and help plan, screen, and train new hires.
• Develop, monitor, and ensure completion of daily service schedules and routes throughout the season.
• Track benchmarks daily, weekly, and monthly, and manage inventory of supplies and equipment.
• Coordinate and track orders, oversee Accounts Payable, and perform other duties as assigned.

Skills & Qualifications

• High school diploma or GED required, with some college preferred.
• Administrative, customer service, and sales experience required.
• CRM, data-entry, and supervisory experience required.
• Proficient in math and computer skills, including Google Mail, Chrome, and Microsoft Windows.
• Superb verbal and written communication and organization skills.
• Optimistic, personable, and outgoing with strong interpersonal skills.
• Excellent listening and customer service orientation.
• Able to manage stress in a busy environment with strong attention to detail, initiative, and problem-solving ability.

Sitting at the intersection of financial administration and facilities coordination, the Office Administrative Manager shapes office operations by managing expense tracking in Excel, scheduling vehicle and equipment maintenance, and liaising with corporate IT to resolve local technology issues. Operating across clerical, procurement, and documentation functions, the role sustains an efficient and well-supported workplace for the wider organization.

Duties

• Manage office expenses, financials, and data entry in Excel workbooks.
• Maintain office vehicles by scheduling maintenance and repair appointments and tracking details in Excel.
• Photocopy, assemble, bind, scan, and manage records of technical and non-technical documentation.
• Act as liaison with corporate IT to address local technological issues.
• Set up meetings in conference rooms and prepare Federal Express packages and other courier services.
• Manage ordering and purchasing of office supplies, printer and photocopier supplies, and maintain reproduction equipment.
• Assist with local errands and perform other clerical functions as required.

Requirements

• Associate's or bachelor's degree preferred.
• Experience managing administrative staff required.
• Administrative office experience, including effective knowledge of office procedures, terminology, and equipment required.
• Proficient in Microsoft Word and Excel on Windows 10.
• Excellent communication skills.
• Strong organizational and multitasking ability.

A key member of the administrative leadership team, the Office Administrative Manager builds a productive and well-coordinated office environment by overseeing vendor contracts, conducting project quality conformance reviews, and managing electronic signatory procedures for contracts and proposals. Collaborating across project managers, IT, and administrative staff in the Architecture, Engineering, or Construction industry, the role enables project teams and studio operations to perform efficiently and meet organizational goals.

Functions

• Ensure administrative management of the office by monitoring operational efficiency, communications, and strategic planning.
• Maintain continuity of office functions by managing vendor contracts and coordinating maintenance and services.
• Act as primary liaison between office leadership, employees, and building management to answer questions and respond to requests.
• Oversee organizational goals while maintaining an efficient, productive, and positive office culture and employee experience.
• Serve as studio resource facilitator to support project teams and administrative staff with office and project procedures and staffing coordination.
• Collaborate with Project Managers to maintain project workplans, initiate proposal and contract review forms, and file them in the project directory.
• Conduct project quality conformance reviews, track corrective action items, and maintain local quality process documentation.
• Review weekly utilization reports and verify staff labor charges are aligned with targets.
• Execute electronic signatory procedures for contracts, proposals, and business forms.
• Maintain records of assigned workstations and coordinate with IT when staff relocates.
• Oversee reception desk coverage, ensure backup for administrative team members, and assist with the coordination of internal staff events.

Experience & Qualifications

• Bachelor's degree preferred.
• Minimum 10 years of experience in an administrative or office management role.
• Previous professional experience in the Architecture, Engineering, or Construction industry preferred.
• Knowledge of accounting practices, principles, budget management, and expense tracking.
• Knowledge of Newforma, Bluebeam, and Adobe Creative Suite.
• High proficiency in MS Office 365, including Word, Outlook, PowerPoint, and Excel.
• Excellent written and verbal communication skills with solid interpersonal skills.
• Strong time management, prioritization, attention to detail, organization, problem-solving, and analytical abilities.
• Comfortable handling confidential information and experienced in developing internal processes and filing systems.

Seamless multi-country office operations depend on the Office Administration Manager, who leads day-to-day facilities, accounting, and compliance for Rollbar offices in Hungary and Spain while serving as the primary vendor contact and coordinating team travel and onboarding improvements. Based within a global organization and partnering with the People and Talent teams, the role sustains consistent operational performance across European and US locations.

Accountabilities

• Own and oversee day-to-day operations for Rollbar Hungary and Spain, and serve as the point of contact for office-related vendors and initiatives.
• Track contracts, including internet, office rental, and health benefit agreements with expiry dates.
• Manage accounting, facilities, and compliance for offices in Budapest and Spain.
• Track, plan, and coordinate team activities and travel support for team building and employee education.
• Partner with the People Team to improve onboarding processes and with the Talent Team to schedule interviews.
• Perform assigned tasks to support Rollbar operations in Hungary, Spain, and the United States.

Technical Qualifications

• Strong written and verbal English communication and interpersonal skills.
• Problem-solving mindset.
• Ability to manage multiple initiatives simultaneously.
• Proactive, self-motivated.
• Tech-savvy and comfortable working with Mac technology.

As the Office Administrative Manager, this role leads organizational logistics by coordinating travel arrangements, managing induction programs for new employees, and overseeing the full budgeting, contract negotiation, and vendor selection process for internal and external events. The administrative and operations team relies on this work to maintain current health and safety policies, fully functioning office systems, and consistent day-to-day support for the Country Manager.

Activities

• Make travel arrangements and detailed travel itineraries.
• Order stationery and office furniture.
• Implement and maintain office administrative procedures and systems.
• Ensure health and safety policies are up to date.
• Assist the Country Manager in deploying and monitoring organizational, logistical, and administrative activities.
• Organize induction programs for new employees.
• Manage logistics, scheduling, and execution of internal and external events, including budgeting, contract negotiation, and vendor and catering selection.
• Work on special projects as requested.

Position Requirements

• 3+ years of professional experience in office administration.
• Knowledge of event budgeting and contract negotiation.
• Proficiency in Microsoft Office and G-Suite.
• Excellent communication skills with customer orientation and problem-solving ability.
• Accurate, precise, service-delivery focused, positive, and able to work independently.
• Advanced level English.

Office Administrative Manager delivers end-to-end administrative and project execution support within a global creative production environment, spanning job ticket management, quality control of final artworks, financial administration, and digital asset library oversight. The work directly supports Tag Worldwide's client service operations and ensures office facilities, vendor relationships, and HR coordination function reliably across assigned locations.

Operational Focus

• Open job tickets, fill up job routes, update job status, issue purchase orders, and manage the digital asset library.
• Perform quality control by checking final artworks and proofreading copy.
• Update work-in-progress documents and write internal contact reports and minutes.
• Coordinate with clients and third-party suppliers and provide project execution support as assigned.
• Collate weekly and monthly marketing decks and put together PowerPoint presentations.
• Support financial administration, central filing, and other assigned support duties.
• Oversee general office operations and ensure consistent and reliable operation of office facilities and assets.
• Liaise with the Global HR team on all staff and office-related administrative matters.
• Purchase office supplies and equipment while maintaining proper stock levels.
• Prepare and consolidate paperwork, memos, correspondence, file organization, archiving, and ad hoc administrative duties.

Knowledge, Skills & Abilities

• Minimum GCE O Levels, with Diploma or Degree undergraduates welcome to apply.
• Previous experience in similar industries or fields is desirable.
• Proficiency in Microsoft Word, Excel, and PowerPoint.
• Written and spoken proficiency in English and Malay.
• Good time management with strong organizational ability and the capacity to manage multiple projects simultaneously.
• Detail-oriented with strong interpersonal skills.

The Office Administrative Manager owns executive calendar management and full office operations for a busy health organization, directly supporting four executives, including the CFO and CEO, while arranging board meetings, travel, and cross-functional communications. Serving as a liaison between external clients and internal staff at all levels, the role enables senior leadership to operate efficiently and maintain organizational continuity.

Key Deliverables

• Manage and maintain executives' schedules, appointments, and travel arrangements.
• Arrange and coordinate meetings, including four board meetings per year, handling all logistics and PowerPoint presentations.
• Order and maintain office supplies and arrange equipment maintenance.
• Prepare reports, memos, invoices, letters, and other documents.
• Prioritize and manage multiple projects simultaneously and follow through on issues promptly.
• Interact with external clients and serve as liaison with internal staff at all levels.

Professional Experience

• Minimum 5 years of experience in an administrative role supporting senior management and executive leadership, preferably in the healthcare industry.
• Excellent calendar management skills, including coordination of complex executive meetings and travel arrangements.
• Strong knowledge of MS Office, including Word, Excel, PowerPoint, and Outlook.
• Excellent written and oral communication skills.
• Ability to think creatively, highly driven, self-motivated, highly organized, and detail-oriented.
• Strong and collaborative team player.