Job
Description
Role & responsibilities Administrative Support Assist the Administration Manager in daily operational tasks and office management. Oversee general office operations including reception, housekeeping, mail distribution, and procurement. Supervise clerical and administrative staff to ensure smooth office functioning. 2. Facility Management Ensure maintenance of office infrastructure, cleanliness, and hygiene. Coordinate with vendors for AMC (Annual Maintenance Contracts) of office equipment and utilities. Handle repairs, refurbishments, and facility upgrades as needed. 3. Procurement & Inventory Control Manage office supplies, stationery, pantry items, and other admin-related inventories. Maintain records and negotiate with vendors for cost-effective purchases. Ensure timely procurement while avoiding overstocking or understocking. 4. Compliance & Safety Ensure the workplace complies with legal, health, and safety regulations. Organize safety drills and maintain records of fire safety, emergency exits, etc. Coordinate insurance and licenses for company assets or office space. 5. Budget Management Assist in preparing and monitoring administrative budgets. Track administrative expenses and report variances to the Admin Manager or Finance Department. 6. Vendor & Contract Management Handle contracts with third-party vendors (e.g., housekeeping, security, catering). Evaluate performance of outsourced services and manage renewals or escalations. 7. Event & Travel Coordination Organize internal meetings, official events, and conferences. Assist in travel bookings and accommodation arrangements for staff and guests. 8. Employee Support Provide administrative assistance to employees related to ID cards, seating, parking, and office access. Manage helpdesk for admin queries and resolve issues promptly. 9. Record Keeping Maintain administrative documents including invoices, receipts, licenses, and maintenance logs. Digitize records for easy retrieval and audit compliance. 10. Reporting & Communication Prepare monthly reports on administrative activities, expenses, and facility usage. Act as a liaison between departments and the Admin Manager for coordination of administrative tasks. Preferred candidate profile
