Office Administrator Captizone Media LLC

The Office Administrator will ensure smooth daily operations of the office and provide support across admin, HR coordination, basic accounts support, procurement, and operations coordination. This role is ideal for someone who enjoys a start-up/scale-up environment, can handle multiple tasks at once, and is comfortable building processes from the ground up. Key Responsibilities

1. Office & Administrative Management Manage day-to-day office operations and ensure a clean, organised, and professional work environment. Handle incoming calls, emails, and general inquiries; route communication to the right team members. Maintain office supplies, stationery, and consumables; manage vendors and service providers. Organise filing systems (physical and digital) for contracts, invoices, HR files, and project documents. Support preparation of letters, contracts, proposals, presentations, and basic company documents.

2. HR & Recruitment Support Coordinate job postings on portals and social media as guided by management. Schedule interviews and maintain candidate tracking sheets. Assist in onboarding new employees (collect documents, prepare forms, share company policies, etc.). Maintain attendance records, leave trackers, and staff contact lists. Support basic HR admin such as offer letters, NDAs, and employee file management.

3. Accounts & Admin Support (Basic) Coordinate with the external accountant or accounts team to share required documents on time. Assist in tracking petty cash, expense claims, and reimbursements. Help prepare simple spreadsheets for tracking payments, invoices, and salary support data. Support follow-up on pending payments from clients in coordination with the sales team (when required).

4. General Support to Management Assist the founder/management with scheduling meetings and preparing basic reports. Help with booking travel, meetings, events, and visits when required. Take meeting notes/minutes and follow up on agreed actions with relevant team members.