ADMIN EXECUTIVE

Key Responsibilities

A. General Administration

• Manage daily office administration and ensure smooth office operations.
• Handle incoming and outgoing correspondence, emails, documents, and calls.
• Maintain proper filing systems for physical and electronic documents.
• Prepare letters, memos, reports, forms, and other administrative documents.
• Monitor office supplies and arrange purchases when required.
• Maintain records of company assets, equipment, and office supplies.
• Coordinate office maintenance, repairs, and service providers.
• Liaise with suppliers, contractors, and external parties when required.

B. Documentation & Record Management

• Ensure all company documents are properly filed and updated.
• Maintain accurate records and ensure documents can be retrieved easily.
• Monitor expiry dates of licences, permits, contracts, insurance, and other relevant documents.
• Ensure administrative documents are completed and submitted on time.
• Maintain confidentiality of company and employee information.

C. Accounts & Administrative Support

• Assist the Accounts Department with administrative documentation.
• Prepare and submit purchase requests, purchase orders, invoices, and supporting documents where required.
• Follow up on outstanding administrative documents and approvals.
• Ensure documents submitted to Accounts are complete and properly supported.
• Assist with basic data entry and reconciliation of administrative records.

D. HR & Staff Administration

• Maintain employee records and administrative files.
• Assist with staff attendance, leave records, and related documentation.
• Support onboarding and offboarding administrative processes.
• Prepare staff-related letters and documents when required.
• Coordinate staff meetings, training, and company activities.

E. Department Coordination

• Coordinate administrative matters between Sales, Accounts, Operations, HR, and Management.
• Follow up with departments on outstanding documents or actions.
• Ensure agreed procedures are followed consistently.
• Assist Management in implementing new administrative procedures and improving work processes.

F. Management Support

• Prepare reports and information requested by Management.
• Arrange meetings and prepare meeting materials where required.
• Record and follow up on administrative action items.
• Handle ad-hoc administrative assignments from Management.
• Maintain professionalism and confidentiality when dealing with company matters