Admin Executive

Overall Objective:

To support the administration department in daily operations, ensure smooth coordination between teams, maintain documentation, and assist in process optimization while gaining hands-on experience.

1. Office Administration Support

• Assist in day-to-day administrative activities (files, supplies, stationary, communication).
• Maintain cleanliness and orderliness of workspaces (liaising with housekeeping and facility vendors).
• Support scheduling and coordination of meetings, appointments, and interviews.

2. Documentation & Filing

• Maintain and organize physical and digital files (HR, Finance, Vendor, Clinical documents).
• Assist in creating and updating SOPs, policy documents, and manuals.
• Ensure version control and document confidentiality.

3. Communication & Coordination

• Act as a point of contact for inter-departmental communication.
• Draft professional emails, notices, and internal communication.
• Coordinate with vendors, service providers, and external stakeholders.

4. Data Entry & Reporting

• Assist in entering and managing data in Excel, ERP/CRM, or internal systems.
• Prepare basic reports (attendance, asset usage, procurement status, etc.).
• Support audits by compiling and presenting required admin records.

5. Asset & Inventory Management

• Maintain inventory logs (stationery, IT equipment, etc.).
• Track asset movement and ensure items are recorded and labeled.
• Support asset verification and stock audits.

6. HR & Onboarding Support (if applicable)

• Assist in onboarding new employees (ID creation, welcome kits, document collection).
• Help organize employee induction programs.
• Maintain attendance and leave trackers for staff/interns.

7. Facility Management Assistance

• Coordinate maintenance requests (AC, electrical, plumbing, etc.).
• Help monitor AMC agreements and vendor visits.
• Ensure compliance with safety, fire, and hygiene standards.

8. Procurement Support

• Help raise purchase requests, compare quotations, and follow up with vendors.
• Coordinate deliveries and verify invoice details.
• Assist in vendor evaluation documentation.

9. Meeting & Event Coordination

• Arrange logistics for internal meetings, audits, and training sessions.
• Assist in planning company events, workshops, and visitor coordination.

10. Learning & Development

• Understand organizational processes and internal policies.
• Participate in department meetings and suggest improvements.
• Work on mini-projects to enhance productivity or documentation quality.

Key Skills Gained:

• Communication & coordination
• Time and task management
• Documentation & MS Office tools
• Professional workplace etiquette
• Real-world understanding of business admin processes