Admin Officer

Job Summary

The Administrative Officer is responsible for overseeing and coordinating crucial administrative and operational functions within the organization. This role ensures the efficient functioning of office operations, provides essential support to management and teams, and directly contributes to the overall effectiveness and productivity of the company.

Key Roles and Responsibilities

1. Facilities Management

• Oversee the routine maintenance and strategic management of all office facilities.
• Coordinate proactively with maintenance teams and external contractors to ensure timely repairs, high standards of upkeep, and minimal operational disruption.
• Manage facility-related budgets and ensure strict compliance with all relevant safety and security regulations.

2. Fleet & Courier Management

• Fleet: Manage the entire lifecycle of company vehicles, including acquisition, disposition, and scheduling maintenance to ensure optimal performance.
• Ensure strict compliance with all vehicle safety standards and regulatory requirements.
• Track vehicle usage, monitor fuel consumption, and manage all fleet-related expenses.
• Courier: Align closely with the Receptionist on the scheduling and dispatch of all courier services.
• Oversee and ensure the timely and secure delivery of important documents and packages.
• Manage the processing of bank payments and secure the transmittal of each transaction, ensuring proper documentation.
• Manage and supervise both direct employee messengers and third-party delivery services.

3. Travel Desk Coordination

• Assist employees and management in the efficient planning and coordination of business travel.
• Execute all necessary bookings, including flights, hotels, ground transportation, and other travel arrangements based on requestor needs.
• Ensure constant, documented coordination with the requestor or passengers regarding all travel details.
• Maintain comprehensive travel records and ensure all bookings comply with established travel policies.

4. Contract Management and Project Support

• Contract Management: Conduct initial review, participate in negotiation, and actively manage service contracts and agreements for various service providers and vendors.
• Ensure all agreements are cost-effective and meet the company’s operational needs.
• Monitor contract performance and compliance, promptly addressing any breaches or issues that arise.
• Project Support: Assist in the planning and execution of special, time-bound projects, such as office renovations, major company events, or internal initiatives.
• Conduct necessary research and prepare comprehensive presentations or reports as needed.

5. General Administrative Duties

• Provide essential administrative support to team leaders and team members across departments.
• Manage and maintain adequate stock levels of office supplies and accurately track the inventory of company assets.
• Draft, prepare, and finalize necessary reports, memos, and other official documents as required.
• Assist the HR team with administrative components of the onboarding and training process for new employees.
• Maintain accurate administrative records and ensure full compliance with internal HR policies and procedures.

Qualifications:

• Education: 4-year College Graduate (a related course of study is preferred).
• Experience: A minimum of 3 solid years of experience performing the full scope of responsibilities in a similar administrative or general affairs role.
• Skills: Proven ability to manage multiple functional areas (Facilities, Fleet, Travel) simultaneously.