Human Resources Administrative Specialist

The Sr. Executive – Administration is responsible for ensuring the smooth and efficient operation of office functions, facilities management, and administrative support services. This role involves coordinating with various departments, managing vendors, maintaining records, and supporting leadership with operational tasks. The ideal candidate is organized, proactive, and capable of handling multiple responsibilities with discretion and professionalism.

Key Responsibilities:

1. Office Management

• Oversee day-to-day office operations and ensure a clean, safe, and productive work environment.
• Manage office supplies, equipment, and inventory.
• Coordinate maintenance and repairs of office infrastructure.

2. Facility & Vendor Management

• Liaise with external vendors for services such as housekeeping, security, catering, and maintenance.
• Negotiate contracts and ensure compliance with service-level agreements.
• Monitor vendor performance and maintain documentation.

3. Administrative Support

• Provide administrative assistance to senior management and other departments.
• Schedule meetings, prepare agendas, and manage calendars.
• Handle travel arrangements, accommodations, and reimbursements.

4. Record Keeping & Documentation

• Maintain accurate records of office expenses, assets, and contracts.
• Ensure proper filing and documentation of administrative processes.
• Support audits and compliance checks with necessary documentation.

5. Communication & Coordination

• Act as a point of contact between departments and external stakeholders.
• Draft and circulate internal communications, notices, and memos.
• Coordinate company events, meetings, and training sessions.

6. Compliance & Safety

• Ensure adherence to company policies and legal regulations.
• Monitor workplace safety and emergency preparedness.
• Support HR and legal teams in administrative compliance matters.

Skills & Qualifications:

• Bachelor’s degree in Business Administration or related field.
• Experience in administrative or office management roles.
• Strong organizational and multitasking abilities.
• Good communication and interpersonal skills.
• Knowledge of vendor management and facility operations.