Regional Business Administrator

Reference: SW006485-AM-1

Are you an operational wizard with a passion for keeping an office running like clockwork? We are looking for a dynamic Office Coordinator & Regional Business Administrator to be the heartbeat of our client's local office! In this multi-faceted role, you will act as the key anchor for local operations—fueling employee productivity, driving a positive workplace culture, and seamless business processes across multiple departments. Duties & Responsibilities

Duties will include, but are not limited to

• Office Administration

• Ensure the office is fully stocked with required supplies, including stationery, IT equipment, groceries, utilities, and general consumables.

• Coordinate office cleaning, maintenance, and repairs, ensuring a safe, professional, and well-maintained workspace.

• Act as the primary liaison with the landlord and building management, escalating and resolving office-related issues.

• Maintain office décor and layout to reflect the company’s culture and present a professional environment.

• Finance & Expense Administration

• Support employees with expense claim submissions and manage local petty cash processes.

• Assist with coordinating office-related payables, invoices, and vendor documentation.

• Support Finance with follow-up on client accounts receivable when required, ensuring accurate tracking and communication.

• Travel & Visa Administration

• Coordinate travel bookings for staff visiting the local office.

• Arrange domestic and international travel for regional employees, including flights, accommodation, and ground transport.

• Assist employees with visa documentation and supporting materials in line with travel requirements.

• Marketing & Event Administration

• Support the planning, coordination, and delivery of local events, webinars, and in-person activities.

• Manage invite lists, attendee communications, confirmations, and follow-ups.

• Collect and consolidate post-event feedback to assess attendee satisfaction and event effectiveness.

• HR & People Administration (Regional)

• Maintain accurate employee records in the company’s HRMS (PeopleHR), including onboarding, role changes, and offboarding.

• Support regional HR processes such as absence tracking, documentation updates, and employee data maintenance.

• Act as a first point of contact for basic HR administrative queries, escalating to Global HR where appropriate.

• Ensure local HR practices align with the company’s policies and regional employment requirements.

• Culture, Engagement & Social Activities

• Drive a positive, inclusive, and caring office culture that reflects the company’s values.

• Assist with organising social activities, team events, and year-end functions. Gather employee feedback and provide input to management on initiatives that enhance engagement and make the company a great place to work.

• Stakeholder & Cross-Functional Coordination

• Arrange printing and preparation of training materials and internal documentation as required.

• Work closely with Finance, HR, Marketing, and regional leadership to ensure smooth operational alignment.

• Communicate clearly with employees, vendors, and partners to support efficient execution of administrative activities.

Requirements

• Relevant qualification in business administration, office operations, HR administration, or equivalent professional experience in a fast-paced business environment.

• Experience using HR management systems (e.g., PeopleHR or similar HRMS platforms).

• Strong administrative and organisational skills across office, finance, and travel coordination.

• Familiarity with expense management, invoice handling, and basic financial administration.

• Event coordination and logistical planning experience.

• Proficiency with standard office tools (Microsoft 365, calendars, document management).

• Ability to manage multiple priorities and deadlines effectively

• Highly organised with strong attention to detail

• Strong interpersonal and communication skills

• Adaptable and comfortable in a dynamic, growing organisation

• High level of discretion and professionalism

• Ownership mentality with a willingness to go beyond core tasks

• Collaborative and culturally aware