Office Administrator Job The Hub Karen

Administration Jobs. The Hub Karen Jobs

Job Purpose:

Reporting to the Mall Manager, the Office Administrator will contribute to creating a conducive working environment through office operational excellence, acting as a liaison on HR matters, travel co-ordination and front desk operations.

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Key Responsibilities:

Office Operational Excellence

• Manage the office and reception area, welcoming visitors and offering them refreshments.
• Operate the switchboard main office line, direct calls appropriately and take messages.
• Receive letters, packages and documents dropped at the office and distribute them to the relevant staff and keep a record of the same.
• Co-ordinate travel itineraries in liaison with the JCG travel desk and arrange travel accommodation and process expense claims as required.
• Arrange meetings by scheduling appropriate meeting times, booking rooms, and planning refreshments.
• Offer administrative support, to the Mall Manager that includes but is not limited to; writing memorandums, taking minutes and filing company documentation.
• Maintain electronic and hard copy filing system for general office correspondence, while ensuring appropriate access control to protect the confidential nature of client contracts, financial records and HR records.
• Liaise with and supervise office service providers such as cleaning & maintenance teams.
• Monitor office supplies, prepare office budget and restocking supplies when they are depleted and allocating office space in liaison with the Mall Manager.
• Ensure office equipment is well maintained and undergoes regular maintenance when needed.
• Collate and submit administrative monthly reporting in accordance with agreed deadlines and status updates.
• Act as the custodian of registration documents and certificates and ensure all required office permits, licenses and insurance policies are up to date and displayed as per regulations.
• Manage the purchase, storage and usage of kitchen consumables and stationery.
• Adherence to communicated internal standard operating procedures and chart of authority.

Human Resource Liaison

• Maintain and update employee records and files, ensuring documentation generated throughout the employee lifecycle is properly filed and organized.
• Support onboarding of new employees by coordinating tools of work, workspace setup, staff badges and other onboarding requirements.
• Update and maintain administrative HR trackers including attendance schedules and staff contact lists.
• Act as a liaison for HR-related matters by receiving and escalating staff requests and coordinating HR initiatives, trainings and staff engagement activities.
• Support recruitment administration by coordinating interview schedules and assisting with candidate communication in liaison with the HR Business Partner.

Knowledge, Skills, Qualifications and Experience required for this Role

• A Bachelor’s Degree preferably in Business Management or Social Sciences
• At least two years’ relevant work experience in an Administrative role within a formal office setup.
• Proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook) for reporting, documentation, and communication.
• Excellent verbal and written communication skills to liaise with staff, service providers, and visitors.
• Ability to handle sensitive information with discretion, including HR records, contracts, and financial documents.
• Ability to Anticipate office and HR needs, arranging resources in advance, and ensuring smooth operations.
• Understanding of office management procedures, including reception, switchboard operation, and office supplies management
• Knowledge of travel planning, itinerary management, expense claims, and accommodation arrangements.

Competencies required for this Role

• Attention to detail
• Customer Service Orientation
• Confidentiality & Integrity
• Proactivity and Initiative
• Collaboration and teamwork

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How to Apply

Click here to apply

Kindly submit your application for consideration before March 18th 2026.

Please be aware that due to the high volume of applications, only successful candidates will be contacted.