Senior Administration Executive

Job Profile: Sr. Admin Executive / Executive Administration

Position Overview:

Key Responsibilities:

General Administration & Office Management

• Oversee day-to-day administration including housekeeping, office upkeep, maintenance 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 maintenance 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 maintenance 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.

Financial 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.
• 6 - 8 years of relevant experience in office administration, facilities management, or related areas.