Job Description: Business Administration Officer – Kandy

Position Title: Business Administration Officer
Location: Kandy, Sri Lanka
Employment Type: Full-time
Department: Administration / Operations
Reports To: Office Manager / Senior Administrator

Overview

We are seeking a Business Administration Officer to support the daily administrative and operational needs of our office in Kandy. This is a practical, task-oriented role that focuses on organization, process tracking, and coordination between departments. The person in this role should have a strong sense of responsibility, attention to detail, and the ability to maintain structure in a busy work environment.

This position is not about catchy phrases or inflated titles. It is about managing tasks, supporting teams, maintaining accurate records, and ensuring the smooth running of everyday business activities. The ideal candidate is someone who understands that administration is the foundation on which reliable business operations are built.

Position Purpose

The Business Administration Officer will be responsible for managing the general administrative functions of the office. This includes documentation, coordination, scheduling, procurement support, internal communication, and assisting the management team with operational needs. You will also be involved in ensuring compliance with company policies and helping the office stay organized and efficient.

The person in this role should be thorough, methodical, and comfortable working independently and in a team. Success in this position depends on consistency, reliability, and strong organizational skills—not self-promotion.

Key Responsibilities

1. General Administrative Duties

Maintain up-to-date records, files, and databases—physical and digital.
Draft, format, and manage routine communications, reports, and internal documents.
Oversee incoming and outgoing correspondence (emails, letters, deliveries).

2. Office Coordination

Monitor and maintain office supplies and equipment.
Coordinate maintenance and service schedules for office facilities or IT systems.
Liaise with vendors and service providers for basic procurement and supply requirements.

3. Support to Senior Staff

Assist department heads and senior managers with scheduling meetings, taking notes, and distributing agendas or follow-ups.
Coordinate travel arrangements, reimbursements, and other administrative needs.
Help prepare documents for internal reviews, audits, or reports as needed.

4. Human Resources & Recordkeeping Support

Help track staff attendance, leave requests, and timesheets.
Maintain employee files in coordination with the HR department.
Support the onboarding process by preparing documentation, workspace setup, and orientation schedules.

5. Finance and Procurement Assistance

Support invoice processing, petty cash tracking, and vendor payment follow-ups.
Maintain basic financial records, receipts, and cost logs as directed by the finance department.
Assist in preparing monthly expense summaries and procurement reports.

6. Compliance and Internal Policy Monitoring

Ensure that administrative processes follow internal guidelines.
Help coordinate internal reviews or documentation checks.
Maintain confidentiality of employee, client, and organizational information.

7. Event and Meeting Logistics

Arrange logistics for meetings, training sessions, or internal workshops.
Set up rooms, prepare materials, and ensure technical resources are available and functional.
Take minutes during key meetings and circulate summaries for team reference.

Required Qualifications

A Diploma or Degree in Business Administration, Management, or a related discipline.
Minimum 2–3 years of experience in an administrative role.
Familiarity with Microsoft Office tools (Excel, Word, Outlook) and document management.
Fluent in English and Sinhala. Tamil is an added advantage.
Strong writing, recordkeeping, and task management capabilities.

Preferred Qualities

This role requires someone who:

Works methodically – You follow procedures carefully and don’t cut corners.
Pays attention to detail – You spot inconsistencies and take time to double-check facts.
Manages time well – You plan your workload realistically and meet internal deadlines without needing reminders.
Communicates clearly – You write and speak plainly, without unnecessary jargon.
Values privacy – You understand the importance of discretion and confidentiality.
Stays consistent – You perform your duties with reliability over the long term, not just when being observed.

Work Environment

Based full-time at our Kandy office.
Standard working hours: Monday to Friday, 8:30 AM – 5:30 PM.
Occasional weekend or extended hours may be required during audits or deadlines.
Reports directly to the Office Manager, with functional support from other department heads.

Opportunities for Growth

This is a foundational role in administration and office management. As you gain familiarity with company procedures, systems, and staff, you will be positioned for internal growth opportunities, including roles in operations coordination, HR administration, or office management. Advancement will be based on performance, reliability, and ability to take on additional responsibilities over time.

What You Can Expect From Us

A workplace that values clarity and structure.
A leadership team that communicates expectations and feedback directly.
Fair and transparent policies regarding time, output, and responsibilities.
Training in systems and processes to help you perform your tasks well.
The opportunity to build a steady, long-term career in administration.

Who Should Apply

We are looking for someone who is:

Based in or willing to work full-time in Kandy.
Experienced in day-to-day office administration and coordination.
Comfortable handling practical tasks such as organizing files, preparing reports, managing records, and supporting team members.
Not looking for shortcuts or gimmicks, but willing to do the necessary work steadily and properly.
A quiet, consistent professional who prefers accuracy over attention.

Application Guidelines

To apply, please send:

Your resume (with specific examples of administrative or coordination experience).
A short cover letter (maximum 250 words) describing how you manage your workload and stay organized.
Optional: Letters of recommendation or professional references.

Shortlisted candidates will be invited for an in-person interview and a short written exercise related to typical office tasks.

Final Note

We understand that administration may not always be glamorous, but it is essential. We value people who take responsibility, pay attention to the small things, and keep everything running smoothly. If that describes you—and you’re ready to work in a stable, purpose-driven environment—we welcome your application.

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