Executive - Administration - IMEG
Position Overview
The Admin Executive will play a key role in ensuring the smooth and efficient functioning of all administrative operations within the organization. Working closely with the Manager-Admin, this role is responsible for managing housekeeping activities, office facilities, vendor coordination, petty cash, ISO-related documentation, and supporting all administrative processes that contribute to streamlined daily operations. The incumbent will oversee routine office management tasks, enforce compliance with administrative policies, and ensure effective coordination among internal teams and external vendors.
Key Responsibilities
General Administration Office Management
- Oversee day-to-day administration including housekeeping, office upkeep, maintece of office equipment/facilities, and management of office boys and housekeeping staff.
- Ensure smooth functioning of canteen, ACs, water coolers, vending machines, furniture, and other office infrastructure.
- Coordinate with vendors and service providers for facility maintece and repairs.
Documentation, Record Keeping ISO Compliance
- Maintain all admin-related documentation including ISO files, AMC contracts, agreements, purchase orders, asset lists, stationery inventories, quotations, and audit records.
- Ensure all ISO-related documents are updated and available for audits.
- Maintain records of administrative invoices, vendor payments, rent, electricity bills, and building maintece charges.
Procurement Vendor Management
- Manage AMC renewals, contract management, and vendor coordination for various administrative services.
- Handle procurement of housekeeping materials, office stationery, first aid supplies, and miscellaneous items as required.
- Prepare Purchase Orders and Purchase Requests/Proposals and obtain required approvals.
- Process vendor invoices, ensure timely submission to accounts, track payments, and coordinate cheque distribution.
Ficial Administration
- Manage petty cash and ensure accurate, timely preparation of expense reports and petty cash statements.
- Track credit card expenses and support budgeting and cost control procedures.
Compliance, Safety Security
- Regularly check and maintain fire-fighting equipment, monitor expiries, and ensure timely refilling.
- Ensure adherence to hygiene, health, safety, and security protocols within the office premises.
- Maintain liaison with local government bodies for administrative requirements.
Reporting Coordination
- Maintain reports such as temperature logs, access logs, and other admin-related reports.
- Assist in employee engagement programs, office events, celebrations, and other internal activities.
- Ensure all administrative policies and procedures are properly implemented and followed.
Required Skills Abilities
- Strong organizational and time management skills with the ability to manage multiple tasks and meet deadlines.
- Excellent negotiation, communication, and conflict-resolution skills with professionalism and discretion.
- Proficiency in MS Outlook, Excel, Word, and PowerPoint.
- Strong analytical and problem-solving abilities.
- Ability to prioritize and delegate tasks effectively.
- Knowledge of budgeting, cash flow statements, hygiene, safety, and emergency response management.
- Flexibility to adapt to changing priorities and work dynamics.
Education Experience
- Graduate/Postgraduate in any discipline.
- 2-5 years of relevant experience in office administration, facilities management, or related areas.
Additional Attributes
- High attention to detail and commitment to accuracy.
- Positive attitude with the ability to collaborate effectively across teams.
- Strong sense of responsibility, confidentiality, and integrity.
