Lead Administrative Officer

Job Purpose

Duties & Responsibilities

• Ensure the cleanliness, safety, and maintenance of the office premises, including regular inspections
• Coordinate preventive and breakdown maintenance activities for HVAC, electrical systems, plumbing, and other infrastructure
• Oversee pest control, waste management, fire safety, and emergency preparedness protocols
• Manage office space planning, seating arrangements, and internal moves
• Maintain AMC contracts for facility services and track vendor performance
• Manage daily housekeeping operations through vendors, including shift scheduling and task assignment
• Conduct regular hygiene audits and ensure compliance with organizational standards
• Supervise security personnel – entry/exit protocols, visitor logs, CCTV monitoring, and access control systems
• Coordinate with building management on common area maintenance and escalations
• Identify, evaluate, and empanel vendors for services like housekeeping, security, courier, pantry, printing, pest control, etc.
• Negotiate and finalize service contracts/SLAs
• Monitor vendor deliverables, ensure quality control, and address any service gaps
• Track contract renewals and documentation compliance
• Raise purchase requests, compare quotations, and finalize procurement of office supplies
• Maintain a tracker for all procurement and payment cycles
• Maintain and regularly update a central asset register (non-IT assets)
• Manage asset tagging, distribution, and return process for employees
• Conduct regular asset verification and audit
• Prepare workstation setup, access cards, lockers, and welcome kits for new joiners
• Coordinate with IT and Security for access provisioning
• Ensure collection of assets and access deactivation during employee exits
• Manage internal clearance forms and admin handovers
• Supervise reception/front desk operations to ensure prompt visitor handling, couriers and all front-desk correspondence
• Monitor stock levels of office stationery, pantry supplies, HK Consumables, etc.
• Place timely orders based on usage patterns and forecasts
• Maintain inventory records and manage the stockroom
• Reconcile physical stock with records during monthly and quarterly checks
• Maintain organized files and documentation for contracts, vendor bills, licenses, etc.
• Assist in internal and external audits (facility, admin expenses, asset logs)
• Maintain trackers for office expenses, petty cash, and reimbursements
• Handle shipping of IT assets or materials to and from remote employees
• Coordinate with courier services (e.g., DTDC, Bluedart) for pickups and deliveries
• Track deliveries and ensure timely return of devices or documents while maintaining records of costs, status and returns
• Plan and coordinate logistics for internal events, meetings, celebrations, and training sessions
• Liaise with vendors for gifts, printing, branding, and transport needs during events
• Prepare and manage daily cab rosters for employee pick-up/drop services
• Monitor cab usage across shifts (especially night shifts), ensuring timely service
• Address employee queries related to transport, missed pickups, or delays
• Manage ad-hoc cab requests for client visits, inter-office travel, or late working
• Coordinate with transport vendors for vehicle availability and scheduling
• Track driver deployment, shift timings, and ensure background verification
• Ensure proper vehicle maintenance, insurance, and PUC compliance
• Manage vendor contracts, review service quality, and ensure SLAs are met
• Plan and review routes regularly to minimize travel time and fuel costs
• Track cab utilization to avoid under- or over-utilization
• Maintain reports for daily usage, route plans, and employee usage logs
• Validate and process transport vendor invoices with supporting documentation
• Ensure that cabs are equipped with GPS, speed governors, and first-aid kits
• Implement safety guidelines for night shifts, including drop confirmation for female employees
• Record and address any transport-related incidents
• Use, protect and disclose patients’ protected health information (PHI) only in accordance with Health Insurance Portability and Accountability Act (HIPAA) standards
• Understand and comply with Information Security and HIPAA policies and procedures at all times
• Limit viewing of PHI to the absolute minimum as necessary to perform assigned duties
  

Qualifications

• Bachelor’s degree in mechanical or electrical engineering, business administration, facility management, hospitality, or a related field is preferred.
• A diploma or certification in Facility Management, Office Administration, or a related domain is an added advantage.
• 7-9 years previous experience
• Proficiency in Microsoft Office Suite
• Strong interpersonal skills, ability to communicate well at all levels of the organization
• Strong problem solving and creative skills and the ability to exercise sound judgment and make decisions based on accurate and timely analyses
• High level of integrity and dependability with a strong sense of urgency and results oriented
• Excellent written and verbal communication skills required
• Gracious and welcoming personality for customer service interaction
  

Working Conditions

• Primarily office-based, with regular movement across floors and facility areas for supervision and coordination
• Standard business hours (General Shift); however, flexibility is required to handle urgent issues, vendor coordination, or after-hours events
• Physical Demands: While performing the duties of this job, the employee is occasionally required to move around the work area; Sit; perform manual tasks; operate tools and other office equipment such as computer, computer peripherals and telephones; extend arms; kneel; talk and hear.
• Mental Demands: The employee must be able to follow directions, collaborate with others, and handle stress.
• Work Environment: The noise level in the work environment is usually minimal.