Office Administrator - Nayuki Town

Job

Purpose

The

Office Administrator serves as the first point of contact for the Office and is

responsible for ensuring the efficient day-to-day administration of office

operations. The role receives and assists visitors, complaint handlers, and

stakeholders; manages office logistics and resources; coordinates the schedules

of Tribunal and Appeal Judges; supervises junior support staff; and maintains

administrative and financial records.

Given

the sensitive nature of matters handled by the Office, the position requires

discretion, professionalism, sound judgment, and a strong understanding of

legal and grievance-handling procedures.

Key

Responsibilities

I would consolidate the duties into

broader responsibility areas. This makes the JD look more professional and managerial

while avoiding an excessively long list.

Key Responsibilities

Front Office and Stakeholder

Management

Serve as the first

point of contact for visitors, complainants, community members, and other

stakeholders, providing professional reception services and guidance on

office procedures.

Receive, screen, and

direct inquiries, complaints, correspondence, telephone calls, and

electronic communications to the appropriate officers.

Maintain visitor

records and ensure compliance with office access and security protocols.

Office Administration and Operations

Oversee the

day-to-day administrative operations of the Office, including

correspondence management, filing systems, records, calendars,

appointments, and meeting schedules.

Ensure the office

environment, facilities, equipment, and supplies are maintained to support

efficient operations.

Coordinate office

logistics, maintenance, service providers, and procurement of routine

office requirements.

Tribunal and Appeals Administration

Coordinate the schedules

of Tribunal and Appeal Judges.

Organize hearings,

meetings, mediation sessions, and related activities, including

preparation of notices, documentation, venues, and logistical

arrangements.

Maintain calendars

and records relating to Tribunal and Appeal proceedings.

Financial and Resource Management

Manage and account

for petty cash, office expenditures, administrative expenses, and related

records.

Maintain inventory

records of office assets, equipment, and supplies, ensuring proper

accountability and utilization of resources.

Support budget

monitoring and preparation of administrative expenditure reports.

Supervision and Coordination of

Support Staff

Provide day-to-day

supervision of security guards, office assistants, cleaners, drivers, and

other support staff.

Coordinate work

schedules, monitor attendance and performance, and ensure compliance with

office policies and service standards.

Records, Meetings, and Reporting

Maintain confidential

administrative and case-related records in compliance with applicable

record management and data protection requirements.

Coordinate meetings,

workshops, and stakeholder engagements, including preparation of agendas,

minutes, attendance records, and follow-up actions.

Prepare routine

reports, correspondence, and administrative documentation as required.

Qualifications and Experience

Degree in Human

Resources, Paralegal Studies, Business Administration, Public

Administration, Office Management, or a related field.

A Certificate in

Legal Studies or Paralegal Practice will be an added advantage.

Minimum three (3)

years’ experience in reception, legal administration, office

administration, or a similar role.

Experience in a

legal, judicial, grievance-handling, human rights, ombudsman, or

quasi-judicial environment is highly desirable.

Experience

supervising support staff and managing office operations will be an added

advantage.

Skills and Competencies

Working knowledge of

legal and grievance-handling processes.

Strong

organizational, administrative, and multitasking skills.

Excellent

communication and interpersonal skills.

High degree of

integrity, discretion, and confidentiality.

Sound judgment and

problem-solving ability.

Financial

administration and record-keeping skills.

Proficiency in

Microsoft Office applications and electronic records management systems.

Ability to work

independently, manage competing priorities, and coordinate multiple

stakeholders.

Requirements

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