Administrative Intern (Office & Facilities)

Job Overview

The Administrative Intern (Office & Facilities) provides administrative support for office operations and building facilities management. The role focuses on maintaining organized documentation, coordinating facilities-related activities, and supporting day-to-day office administration.

This role requires a detail-oriented individual who is proficient in digital tools and systems, with the ability to maintain well-structured filing systems and ensure accurate record-keeping to support efficient office and facilities operations.

Requirements:

• Currently pursuing or completed Diploma in Business Administration, Human Resource, or related discipline.
• IT-savvy with strong proficiency in Microsoft Office (Excel, Word, Outlook, Teams) and digital tools.
• Strong organizational and documentation skills with attention to detail.
• Good communication and coordination abilities.
• Ability to manage multiple administrative tasks independently in a structured manner.

Key Responsibilities

Office Administration

• Support daily office administrative functions to ensure smooth operations.
• Maintain and organize company documents, records, and shared filing systems.
• Prepare reports, spreadsheets, and documentation as required.
• Coordinate internal administrative matters and support cross-functional teams.

Facilities & Building Management Support

• Maintain building maintenance records, service reports, and compliance documentation.
• Coordinate with vendors, contractors, and service providers for maintenance works and servicing schedules.
• Track maintenance timelines, service requests, and follow up on completion of works.
• Ensure proper documentation and filing of facilities-related records.

HR Administrative Support

• Assist with HR administrative tasks such as maintaining employee records and documentation.
• Support recruitment coordination, including interview scheduling and candidate documentation.
• Ensure HR records are properly organized in digital systems.

IT & Digital Administration

• Maintain structured digital filing systems and shared drives (e.g., Microsoft Teams, cloud platforms).
• Support document control and version management across departments.
• Utilize Microsoft Office tools (Excel, Word, Outlook, Teams) for reporting, tracking, and coordination.