Senior Executive – Administration

Job Summary

We are seeking a highly organized, proactive, and experienced Administrative Professional to oversee our office's daily operations. This role is crucial for ensuring a smooth, efficient, and cost-effective work environment.

The ideal candidate will be a strategic thinker with a hands-on approach, capable of managing everything from facility operations and vendor negotiations to leading an administrative support team. You will be the central point of contact for all office-related needs, ensuring compliance, managing budgets, and implementing procedures that improve our operational efficiency.

Key Responsibilities

1. Facility & Operations Management

• Oversee all day-to-day office administration and ensure the facility is safe, clean, and fully functional.

• Act as the primary liaison for building management, service providers, and landlords.
• Manage office space planning, including seating arrangements, office moves, and refurbishment projects.

• Implement and maintain office health and safety protocols to ensure full compliance with all relevant regulations.

2. Vendor & Procurement Management

• Manage the procurement of all office supplies, furniture, IT equipment, and pantry items, ensuring optimal inventory levels.

• Lead vendor selection, negotiate contracts, and manage relationships with suppliers (e.g., cleaning, security, catering, stationery, travel) to ensure cost-effectiveness and high-quality service.

3. Logistics & Travel Coordination

• Manage all end-to-end corporate travel arrangements, including flights, trains, visas, and ground transportation for employees.

• Handle all accommodation bookings (hotels, guest houses, serviced apartments) for travelling staff, new hires, and visiting guests.
• Coordinate the complete logistics and transportation of materials, tools, and equipment required for service jobs, trials, and testing at client sites.

• Act as the administrative backbone for field service and testing teams, ensuring they have all necessary resources (travel, lodging, materials) for successful job completion.

4. Budget & Financial Administration

• Assist in the preparation and management of the annual administrative budget.

• Track all administrative expenses, identify cost-saving opportunities, and provide regular reports to the finance team and leadership.

• Reconcile administrative budgets and process expense reports.

4. Team & Stakeholder Management

• Lead, mentor, and manage the administrative support team (such as receptionists, office assistants, and support staff).

• Coordinate with IT, HR, and Finance departments to ensure seamless operational support for all employees.

• Manage internal communications regarding office procedures, events, or facility updates.

5. Process Improvement & Support

• Develop, review, and implement new administrative policies and procedures to enhance efficiency.

• Oversee the coordination of company events, meetings, and conferences.

• Manage the company’s travel and accommodation booking process, ensuring policy compliance.

Qualifications & Skills

Must-Haves:

• Experience: 5-15 years of progressive experience in office administration, administrative management, or facility management.

• Education: Bachelor’s degree in Business Administration, Management, or a related field is preferred.
• Vendor Management: Proven experience in negotiating contracts and managing vendor relationships.
• Financial Acumen: Strong experience with budget management and administrative expense tracking.
• Technical Skills: High proficiency in the MS Office Suite (Word, Excel, PowerPoint, Outlook).
• Leadership: Demonstrable experience in leading or mentoring junior administrative staff.
• Soft Skills:
  • Exceptional organizational and time-management skills.
  • Strong problem-solving and decision-making abilities.
  • Excellent verbal and written communication skills.

  • Proactive, self-motivated, and able to work independently.

Nice-to-Haves:

• Experience in a fast-paced or high-growth company.

• Certification in Office Management (e.g., Certified Administrative Professional - CAP)