The Administrative Associate is the service-driven frontliner of Direc's Administration team. This role coordinates day-to-day office operations, manages company assets, supplies, and petty cash with integrity and accountability, and maintains a safe, organized, and welcoming workplace so team members can stay focused on delivering for stakeholders.
Key Responsibilities:
1. Guest and Front Office Experience
- Greet and assist clients, partners, applicants, and other guests, making sure their needs are met from arrival to departure.
- Prepare meeting rooms, refreshments, and materials ahead of scheduled visits.
- Maintain a visitor log and observe office security and access protocols.
2. Meeting, Event, and Travel Logistics
- Coordinate and book meals, venues, and accommodations for team members and guests, matching headcount, schedule, budget, and dietary needs.
- Canvass and compare supplier quotes to secure cost-efficient arrangements, and confirm all bookings in advance.
- Support the planning, setup, and teardown of meetings and office events (such as TGIF sessions and company activities), including the equipment, materials, and resources needed.
3. Asset Management
- Issue and retrieve company assets (laptops, peripherals, IDs, keys, and similar items) during onboarding, internal transfers, and offboarding.
- Maintain an accurate asset registry with signed accountability forms for every assignment and return.
- Support offboarding clearance by confirming that all assigned assets are returned.
4. Office Equipment Maintenance
- Monitor the condition of office equipment and arrange timely repairs to minimize downtime.
- Schedule preventive maintenance with service providers.
- Track service contracts and warranties, and flag renewals or expirations to management ahead of time.
5. Facilities Management and Office Cleanliness
- Coordinate with cleaning staff, building administration, and external vendors for common areas, restrooms, and workspaces.
- Conduct regular facility inspections using a checklist, and report safety hazards or needed repairs promptly.
- Keep emergency and safety supplies (first aid kit, fire extinguishers, emergency contacts) available and up to date.
7. Petty Cash Management
- Manage the petty cash fund in line with company policy, making sure purchases are for valid office-related expenses and within budget.
- Secure official receipts and supporting documents for every transaction.
- Record all transactions, reconcile balances regularly, and prepare replenishment requests for Finance.
- Report discrepancies or irregularities to management immediately.
8. Records and General Office Support
- Perform clerical tasks such as photocopying, scanning, filing, and document distribution.
- Maintain organized and up-to-date physical and digital filing systems for easy retrieval of office records.
- Handle documents in line with the Data Privacy Act of 2012 and company confidentiality standards.
- Act as runner for urgent tasks, such as delivering documents or supplies to different departments and, when needed, authorized external errands.
9. Process Improvement
- Recommend practical improvements to administrative processes, forms, and trackers to make support faster and more transparent.
- Use company systems (such as Lark) to log requests, track inventory, and keep records accessible to the team.
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