Admin Specialist

Overview

The role assumes the duty of administrative and technical support to optimize workflow procedures in the office. Though directly reporting to the Office of the General Services Head, the position will perform similar work and the same level of support to Logistics Management, Environment, Health, and Safety and Office & Facilities Management. The role also handles Department budget preparation and consolidation, allocations, spend analysis, cash position forecast, and other budget/finance related tasks; performs data analysis on CapEx and OpEx; travel expenses; accommodations and bookings; trips and vehicle use; research; and other General Services Central requirements while ensuring compliance with company policies.

Functions and Responsibilities

1. Financial Administration

• Process purchase requests, purchase orders, and payment requests.
• Prepare and monitor department budgets and expense reports.
• Verify invoices, reimbursements, and supporting documents.
• Maintain financial records and assist with audits.
• Track operating expenses and identify cost-saving opportunities.

2. Reporting

• Prepare weekly, monthly, and quarterly operational and financial reports.
• Consolidate departmental performance data and KPIs.
• Develop dashboards, presentations, and management reports.
• Ensure accuracy and timely submission of reports.

3. Research & Analysis

• Conduct market research and benchmark administrative, operational, and financial practices.
• Gather and analyze data to support management decisions.
• Prepare business cases, cost analyses, and recommendations.
• Research suppliers, products, and services.

4. Communication & Coordination

• Coordinate with internal departments, vendors, and external stakeholders.
• Draft business correspondence, memos, reports, and presentations.
• Organize meetings, prepare agendas, and record minutes.
• Follow up on action items and commitments.

5. Administrative Support

• Maintain office records, contracts, and confidential documents.
• Manage filing systems and document control.
• Monitor office supplies and coordinate procurement.
• Schedule meetings, travel, and logistics arrangements.
• Support implementation of administrative policies and procedures.

6. Operations Support

• Assist in monitoring operational performance and process improvements.
• Coordinate facility, fleet, travel, and administrative service requests.
• Support project implementation and cross-functional initiatives.
• Ensure compliance with company policies, safety requirements, and documentation standards.

Qualifications & Employment Standards

• Bachelor's degree in Business Administration, Accounting, Finance, Management, or a related field.
• At least 2–5 years of experience in administration, finance, or operations support.
• Strong knowledge of Microsoft Office (Excel, Word, PowerPoint).
• Experience with SAP or accounting systems is an advantage.
• Excellent analytical, organizational, and communication skills.
• Ability to manage multiple priorities and meet deadlines.
• High level of integrity, attention to detail, and professionalism.

We regret to inform that only shortlisted candidates will be notified.