Office Administrator

As an Office Administrator at MediBuddy, you will be responsible for ensuring smooth day-to-day operations of the office, managing administrative activities, and supporting employees to maintain a productive work environment. You will handle facilities, vendor coordination, office supplies, travel arrangements, and assist in implementing policies that support business efficiency and employee satisfaction.

Key Responsibilities

Office & Facility Management

Oversee daily office operations, housekeeping, and facility maintenance.

Ensure office infrastructure (workstations, meeting rooms, IT equipment, pantry, etc.) is in working order.

Manage seating arrangements and space allocation for employees.

Vendor & Inventory Management

Coordinate with vendors for office supplies, housekeeping, security, and other facility services.

Monitor stock levels of office supplies, pantry items, and place orders as needed.

Negotiate with vendors for cost-effective procurement.

Employee Support

Assist employees with administrative queries and requests.

Coordinate travel bookings, hotel accommodations, and local transport for employees/guests.

Support HR/Admin team in onboarding new employees (ID cards, desk setup, access cards).

Compliance & Policy Implementation

Ensure adherence to office safety, hygiene, and compliance protocols.

Maintain proper documentation of administrative expenses, invoices, and contracts.

Support audits and compliance checks related to office facilities.

Event & Meeting Coordination

Assist in organizing company events, team activities, and employee engagement programs.

Manage meeting room bookings and ensure availability of resources (AV setup, stationery, refreshments).

Reporting & Documentation

Prepare periodic reports on office expenses, vendor performance, and facility upkeep.

Maintain updated records of contracts, assets, and administrative activities.

Key Requirements

Bachelor’s degree in Administration, Business, or related field.

2–4 years of experience in office administration, facility management, or executive assistance.

Strong organizational and multitasking skills.

Good communication and interpersonal abilities.

Proficiency in MS Office (Word, Excel, PowerPoint) and Google Suite.

Ability to handle confidential information with integrity.

Problem-solving mindset and ability to work independently.