Admin Executive

The Big Picture

The Admin Executive will play a vital role in providing administrative support to ensure the smooth operation of daily business activities. This entry-level position involves a range of tasks related to Facilities Management, Procurement & Vendor Management, documentation, and coordination.

What you can expect as a Admin Executive at Illumine-i:

1. First Impression:

Appearance and Personal Presentation:

• You shall dress appropriately and maintain personal hygiene.
• You shall display positive body language and non-verbal cues.
• You’ll use a friendly and welcoming tone in communication.

Communication Skills:

• You’ll articulate thoughts and ideas effectively.
• • You’ll practice active listening to understand others.

Punctuality:

• You’ll arrive on time for meetings or appointments.

2. Facility Management:

Facility Planning and Strategy:

• You’ll develop long-term facility plans aligned with organizational goals.
• You’ll assess current and future space requirements.
• You’ll provide input into strategic decisions related to facilities.

Space Management:

• You’ll optimize space usage for productivity and efficiency.
• You’ll plan and coordinate office layouts, relocations, and expansions.
• You’ll monitor and manage occupancy levels.

Maintenance and Operations:

• You’ll oversee routine maintenance of facilities and systems.
• You’ll schedule and coordinate repairs and upgrades.
• You’ll implement preventive maintenance programs.

Environmental Sustainability:

• You’ll develop and implement sustainability initiatives.
• You’ll manage waste reduction and recycling programs.
• You’ll implement energy-efficient practices.

3. Procurement & Vendor Management:

Sourcing Suppliers:

• You’ll identify and evaluate potential suppliers.
• You’ll conduct market research and maintain vendor relationships.

Supplier Negotiation:

• You’ll negotiate terms and conditions for advantageous agreements.
• You’ll obtain competitive bids and analyze proposals.

Contract Management:

• You’ll draft, review, and manage contracts ensuring compliance.
• You’ll monitor contract performance and address issues.

Cost Management:

• You’ll analyze costs and recommend cost-saving strategies.
• You’ll develop and implement cost reduction strategies.

Risk Management:

• You’ll identify and mitigate potential risks in the supply chain.
• You’ll monitor and manage risks associated with suppliers.

Compliance:

• You’ll ensure procurement activities comply with laws and regulations.
• You’ll stay informed about changes in legislation affecting procurement.

Quality Assurance:

• You’ll collaborate to establish quality standards for products and services.
• You’ll monitor and evaluate supplier performance in terms of quality.

Order Processing:

• You’ll process purchase orders and ensure timely delivery.
• You’ll track and manage inventory levels to avoid shortages or overstock.

Documentation:

• You’ll maintain accurate records of procurement activities.
• You’ll prepare reports on procurement metrics and performance.

Collaboration:

• You’ll work closely with other departments for smooth coordination.
• You’ll collaborate with internal stakeholders to understand their needs.

Essential Qualifications include:

• Bachelor's or associate degree with 0-2 years of relevant experience
• Proficient in Microsoft Office Suite (Word, Excel, Outlook).
• Strong organizational and multitasking skills.
• Excellent verbal and written communication skills.
• Ability to work independently and collaboratively in a team.
• Basic knowledge of office equipment and procedures.

Great to have:

• Creative and being able to work with cross-functional teams