Administration Executive

Key Responsibilities

• Facility Staff Management
• Supervise and coordinate tasks for housekeeping staff, ensuring duties like cleaning, tea/refreshments, pantry maintenance, and handling office errands are completed efficiently.
• Allocate responsibilities, conduct quality checks, and address performance or morale issues.
• Office Supplies & Procurement
• Manage inventory of stationery, pantry, and other supplies.
• Research vendors, procure supplies cost-effectively, and maintain inventory levels to avoid stock outs.
• Asset Allocation & Maintenance
• Assign office assets (e.g., laptops, joining kits) to employees and maintain an accurate asset register.
• Coordinate repairs, maintenance, and inventory audits.
• Vendor Management
• Identify, onboard, and manage vendor relationships for services like cleaning, catering, maintenance, and office supplies.
• Negotiate contracts, review service agreements, and ensure timely delivery.
• Office Cleanliness & Utilization
• Ensure all office spaces including reception, meeting rooms, restrooms, and pantry are clean and well-maintained.
• Suggest improvements in layout or facilities for optimal space utilization.
• Attendance & Onboarding
• Oversee biometric attendance system.
• Onboard new employees: arrange IT access, seating, and induction.
• Offboard employees as needed.
• Payments & Budget Tracking
• Process and track vendor invoices, petty cash, and office-related expenses.
• Collaborate with Finance to ensure timely payments and reconcile expenses.
• Employee Administrative Support
• Act as the point of contact for employee admin requests (e.g., seating, asset needs, facility issues).
• Provide assistance promptly and escalate when necessary.
• Meetings, Events & Travel
• Schedule meetings; prepare rooms, equipment, and refreshments.
• Organize office events and assist with logistics for off-site meetings.
• Handle travel and lodging arrangements for staff as needed.
• Documentation & Reporting
• Maintain records: purchase logs, asset registers, vendor agreements, attendance, and expense sheets.
• Generate periodic reports on inventory, budgets, attendance, and administrative metrics.
• Continuous Improvement & Compliance
• Identify process gaps and recommend improvements.
• Ensure compliance with health, safety, and internal policies.
  

Qualifications & Skills

• Education: Bachelors degree (Business Administration or similar preferred)
• Experience: 2–3 years in office/admin support roles
• Technical Skills: Proficient in MS Office Suite (Word, Excel, Outlook); familiarity with attendance systems, asset tracking tools, or HRMS software is a plus.
• Core Abilities:
• Strong organizational and multitasking skills
• Excellent verbal and written communication
• Vendor negotiation and procurement savvy
• High attention to detail and problem-solving mindset
• Ability to maintain confidentiality and act with discretion
  

Key Performance Indicators (KPIs)

• Timeliness of restocking supplies and asset provisioning
• Accuracy of asset and attendance records
• Employee satisfaction with admin services
• Budget adherence and control of administrative expenses
• Efficiency in onboarding and resolving admin-related issue