Administrative Officer

Job purpose:

To ensure the smooth and efficient operation of clinic administration by managing documentation, facility coordination, procurement, staff support, and financial tasks, while maintaining confidentiality and supporting clinic events and patient services.

Key responsibilities:

Administrative & Documentation Management

• Maintain and organize Department of Health (DOH) documentation and clinic templates.
• Review contracts and assist with paperwork related to supplier agreements and purchases.
• Certify official documents and prepare patient files/information kits for new patients.
• Monitor and manage service contracts, office supplies, and clinic equipment.

Facility & Vendor Coordination

• Liaise with and supervise accredited third-party contractors, external vendors and service providers for facility maintenance and repairs (e.g., landlord, printer, internet, CCTV, air conditioning, medical equipment, carpet cleaning, etc.).
• Manage clinic assets and record them properly.
• Supervise support staff including security guards and cleaners to ensure clinic hygiene and safety standards.

 Retail & Inventory Control

• Collect and submit purchase orders for monthly and periodic procurement cycles.
• Monitor vendor invoices to ensure accuracy and timely payment
• Manage supply issuance, track equipment condition, and report damages. Order retail items from Head Office and Oversee handling, storage, and reporting of retail items and orthotics inventory.

Operation Support

• Coordinate food and beverage orders for internal events, clinic functions, and press conferences.
• Arrange logistics and provide operational support during staff events and peak clinic hours (including Saturdays).
• Handle postal shipments of orthotics and shoes to patients.
• Provide operational support for orthotics services and assist during busy clinic hours.

Staff Attendance & HR Support

• Monitor and record staff attendance, leave applications, and overtime.
• Support other HR-related tasks as needed.

• Bachelor’s degree in business administration, Accountancy or related
• Relevant experience in a similar role is preferred.
• Proficiency in M.S Office, Excel, PowerPoint
• Strong administrative and organizational skills
• Ability to work in group and individual.
• Good at English speaking