Administration Executive

Role Overview:

The role involves managing day-to-day administrative functions, coordinating procurement and vendor management, supporting medical equipment service operations, handling financial documentation, and ensuring smooth inter-departmental communication. The position requires strong organizational skills, attention to detail, and the ability to handle multiple tasks simultaneously.

Key Responsibilities

General Administration

• Coordinate procurement activities, including collecting quotations, placing purchase orders, and following up with vendors.
• Manage office utilities, consumables, and stationery purchases.
• Oversee facility-related activities such as painting, partitioning, fire extinguisher installation, and equipment stands.
• Liaise with carpenters, electricians, and other service providers for minor civil and maintenance work.
• Maintain vendor documentation including vendor code creation and compliance submissions.
• Handle invoice processing, payment coordination, and maintain proper records.
• Facilitate movement and allocation of office equipment across departments.
• Coordinate spare parts ordering, tracking, and timely delivery.
• Support contract management activities with agencies such as KMSCL.
• Arrange and share calibration reports, tax invoices, and receipts with customers and internal teams.
• Manage cheque deposits, payment receipts, and courier/logistics of medical tools, spares, and equipment.
• Ensure proper documentation and compliance for customer requests and service activities.
• Facilitate cheque deposits and update financial records with the accounts team.
• Assist in equipment relocation requests and internal communication with the Vision team.

Skills & Competencies

• Strong administrative and organizational skills.
• Knowledge of procurement and vendor management processes.
• Familiarity with service contracts and equipment calibration requirements.
• Proficiency in handling invoices, receipts, and financial documentation.
• Ability to coordinate across multiple departments and vendors.
• Problem-solving skills with hands-on approach to facility and service issues.
• knowledge of MS Office (Word, Excel, Outlook).

Qualifications & Experience

• Graduate in Administration / Commerce / Business Management (preferred).
• 25 years of experience in general administration, service coordination, or operations support.
• Experience in handling vendor management, procurement, and facility management.

  Role & responsibilities

Preferred candidate profile