OFFICE CLERK

Roles & Responsibilities :

Provide administrative and clerical support, ensuring smooth day-to-day operations.

Here are the key roles and responsibilities:

Administrative Duties

• Answer and direct phone calls professionally.
• Greet visitors and attend to general enquiries.
• Receive, sort, and distribute incoming mail and courier deliveries.
• Prepare outgoing mail and courier arrangements.
• Maintain office filing systems (physical and electronic).
• Scan, photocopy, print, and archive documents.

Data Entry & Record Keeping

• Enter and update information accurately in company databases.
• Maintain employee records.
• Ensure confidentiality of company information.

Document Preparation

• Draft letters, emails, and internal memos.
• Prepare meeting agendas and take minutes when required.
• Assist in preparing presentations and reports.

Office Coordination

• Order and maintain office supplies and stationery.
• Monitor office equipment and arrange servicing or repairs.
• Schedule meeting rooms and appointments.
• Coordinate travel arrangements and accommodation when required.

Finance Support

• Prepare expense claims.
• Assist with petty cash management.

Human Resource Support

• Maintain employee attendance and leave records.
• Prepare onboarding documents for new employees.
• Assist in filing work pass and personnel documents.
• Support recruitment scheduling and interview coordination.

Customer & Vendor Support

• Respond to customer enquiries via phone and email.
• Liaise with suppliers and service providers.
• Maintain good relationships with clients and vendors.

Compliance & Office Maintenance

• Ensure office documents comply with company procedures.
• Maintain document control and version records.
• Keep the office clean, organized, and well-stocked.
• Support company audits by preparing required documentation.

IT & System Support

• Maintain digital records and shared folders.

Other Duties

• Support managers and departments with administrative tasks.
• Assist in organizing company events and meetings.

Key Skills

• Proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint).
• Good written and verbal communication skills.
• Strong organizational and time management skills.
• Attention to detail and accuracy.
• Ability to multitask and prioritize work.
• Basic knowledge of office equipment and administrative procedures.
• Team player with a positive attitude.