Executive - Administration

Overview:

Key Responsibilities:

• Manage Site Administration viz. housekeeping, cafeteria, pest control, security, repairs & maintenance, workstation allocation, meeting room allocation, parking allocation , visitor management, event management, vendor management, AMCs.
• Oversee upkeep of all facilities, including office spaces, warehouses, and other relevant properties.
• Oversee administrative functions, including office management, records management, and general office procedures.
• Manage office supplies, stationery and equipment inventory.
• Manage vendor relationships for facility services such as cleaning, security, pest control, vending machines, landscaping etc.
• Ensure compliance with all relevant health, safety, and environmental regulations.
• Oversee logistics including managing couriers and shipping carriers.
• Manage inventory control and storage.
• Upkeep and support site statutory compliance.
• Manage facility budgets and track expenses.
• Handle incoming and outgoing correspondence, couriers including emails, letters.
• Organize and maintain important documents, records, and files.
• Identify and assess potential risks to the organization's facilities and operations.
• Develop and implement risk mitigation strategies.
• Manage insurance policies and claims.
• Coordinate and execute company events, meetings, and conferences, including venue selection, logistics, and catering.
• Implement and maintain efficient administrative systems and processes.

Qualifications and Skills:

• Must - Graduate / Desirable - Degree in business administration, facility management, or a related field.
• 4 -7+ years of experience in facility management and administrative roles.
• Strong leadership and management skills.
• Strong organizational and time management skills.
• Strong problem-solving and decision-making abilities.
• Proficient in Microsoft Office
• Strong communication and interpersonal skills.
  

Behavioural Skills:

• Ability to collaborate well in a cross-functional environment
• Strong influencing and communication skills with demonstrated ability and creativity in solving complex issues
• Highly motivated team player, proactive with ability to oversee multiple tasks and attention to detail
• Excellent interpersonal and verbal/written communication skills.