Office Administrator

Job Title: Office Administrator

Location:

About Biotecnika

Office Administrator

If you love keeping things organized, enjoy solving minor tech issues, and take pride in creating a structured and positive work environment — this role is tailor-made for you.

Role Overview

Office Administrator

Key Responsibilities

1. Facility & Infrastructure Management

• Oversee daily operations of office facilities to ensure smooth functioning.
• Conduct regular facility checks across all floors.
• Coordinate and resolve issues related to IT, plumbing, electrical, and carpentry.
• Manage seating arrangements and locker assignments with updated records.
• Supervise coffee machines for hygiene, functionality, and timely refills.
• Coordinate monthly/bimonthly electricity audits and maintain UPS and cooling equipment.

2. Office Cleanliness & Hygiene

• Lead and supervise a 

  5-member housekeeping team

   to maintain hygiene across office premises.
• Ensure cleanliness of workspaces, restrooms, pantry, and common areas.
• Implement structured daily, weekly, and monthly cleaning schedules.
• Ensure hygiene supplies (handwash, tissues, sanitizers, etc.) are adequately stocked.

3. Vendor Management & Procurement

• Identify, evaluate, and onboard vendors for office, lab, and IT needs.
• Negotiate pricing, service quality, and contracts effectively.
• Maintain updated KYC and compliance documents for all vendors.
• Ensure vendor invoices are scanned and shared with the billing team before month-end.

4. Asset & Inventory Management

• Maintain and audit records of office assets (desktops, laptops, mobile phones, etc.).
• Collect signed handover documents for assets during employee onboarding.
• Maintain a minimum backup inventory of:
  
• Desktops & Laptops
• SIM Cards
• Stationery
• Conduct periodic asset audits and ensure accountability.

5. Office & Administrative Operations

• Oversee day-to-day administrative functions to ensure smooth office operations.
• Manage documentation, filing systems, and records — both digital and physical.
• Handle vendor coordination, office maintenance, supplies procurement, and logistics.
• Support HR and management in scheduling meetings, interviews, and internal events.
• Assist in onboarding new team members and maintaining administrative compliance.

6. Technical Assistance & System Support

• Provide 

  basic to intermediate technical troubleshooting

   for computers, printers, and network connectivity.
• Install or configure standard software and assist team members with minor IT issues.
• Coordinate with IT vendors for timely maintenance and technical support.
• Ensure all office systems and tools function efficiently and securely.

7. Data Entry & Operational Support

• Perform 

  data entry work

   during non-peak hours with accuracy and confidentiality.
• Maintain internal databases, reports, and dashboards.
• Generate operational summaries and reports for management.
• Support internal tracking, documentation, and data verification processes.

8. Coordination & Communication

• Act as a bridge between departments for administrative and technical needs.
• Maintain clear, professional, and timely communication with internal and external stakeholders.
• Support interdepartmental coordination and contribute to a positive workplace culture.

9. Documentation & Record Management

• Track and maintain office expense records, vendor bills, and service logs.
• Manage procurement documentation, courier dispatches, and lab shipments.
• Ensure all registers (assets, consumables, vendor logs) are accurately maintained.

10. Meeting & Event Management

• Schedule internal meetings and manage logistical requirements.
• Coordinate arrangements for guests, stakeholders, and external visitors.
• Plan and execute company events, training programs, and annual celebrations.

11. First Aid Kit Maintenance

• Maintain accessible 

  First Aid Kits

   on each floor.
• Conduct monthly inspections and replace expired or used items promptly.
• Keep usage and inspection logs updated regularly.

12. Budget & Expense Monitoring

• Track and monitor office expenditures within approved budgets.
• Ensure all costs are properly documented, reported, and submitted on time.
• Recommend cost-saving measures where applicable.

13. Visitor Management

• Record visitor details including name, contact number, and purpose of visit.
• Notify the respective 

  Point of Contact (POC)

   immediately upon arrival.
• Permit visitor entry only after POC confirmation for security compliance.