About the Role

We are seeking a highly organised, detail-oriented and proactive Administration Officer to support the day-to-day administrative and operational activities of the business.

The role will be responsible for coordinating employee accommodation, warehouse and property-related administration, processing administrative expenses and payments, supporting maintenance activities, and liaising with internal teams and external service providers.

The ideal candidate will have strong communication and coordination skills, a high level of accountability, and the ability to manage multiple priorities in a fast-paced and dynamic environment.

Key Responsibilities

1. Daily Operations & Facilities Support

- Manage employee accommodation-related expenses and coordinate day-to-day accommodation and maintenance matters.
- Coordinate and process warehouse-related administrative payments, including rent, utilities, service fees and other operational expenses.
- Monitor property, utility and facility-related accounts, ensuring invoices and payments are processed accurately and on time.
- Coordinate maintenance requests and follow up on outstanding issues to ensure timely resolution.
- Liaise with property management companies, landlords, contractors, suppliers and service providers regarding maintenance and facility-related matters.
- Maintain accurate records of accommodation, property, utilities, invoices and administrative expenses.
- Provide general operational and logistical support to ensure the smooth running of warehouse and business operations.

2. Administrative Management & Coordination
- Support the implementation and execution of administrative processes, ensuring compliance with company policies and approval procedures.
- Assist with the procurement of office, facility and other administrative supplies and services in accordance with company procedures.
- Prepare and process administrative documentation, invoices,



payment requests and related records.
- Maintain accurate and organised administrative files, records and documentation.
- Provide timely and reliable administrative and logistical support to internal teams.
- Assist with other administrative projects and tasks as required by the business.

3. Communication & Stakeholder Management
- Maintain effective communication with internal teams and respond promptly to administrative and operational requests.
- Build and maintain professional and productive relationships with external suppliers, property management companies, real estate agents, contractors and other service providers.
- Follow up with relevant stakeholders to ensure administrative, payment and maintenance matters are resolved within agreed timelines.
- Communicate confidently and professionally in English, both verbally and in writing.
- Support cross-functional communication and coordination between internal teams and external stakeholders.

Requirements

- Diploma or above qualification in Business Administration, Management, Logistics or a related discipline.
- 1–2 years of experience in administration, operations support, facilities coordination or a related role.
- Fluent in Mandarin and English, with the ability to use English confidently as a working language, both written and spoken.
- Strong sense of responsibility, accountability and professional integrity.
- Excellent communication, coordination and interpersonal skills.
- Strong execution skills with the ability to follow through on tasks and resolve issues effectively.
- Highly organised and detail-oriented, with the ability to manage multiple tasks and competing priorities.
- Strong learning ability and adaptability to new processes, systems and business requirements.
- Proactive, reliable and collaborative approach to work.
- Highly motivated, with a robust willingness to learn, grow and take on new challenges.
- Proficiency in Microsoft Office and other standard business administration systems is preferred.

📌 Administrative Officer (Glen Waverley)
🏢 iMile Delivery
📍 Glen Waverley