Administration Executive

Role Overview

The Admin Executive will be responsible for managing the day-to-day administrative operations of the organization, ensuring smooth functioning of office facilities, vendor coordination, asset management, housekeeping and general office administration. The role requires strong organizational skills, attention to detail, and the ability to coordinate with internal teams and external vendors effectively.

Key Responsibilities

Office Administration

• Ensure smooth day-to-day office operations and administrative support across departments.
• Maintain office infrastructure, facilities, and workplace readiness.
• Monitor office supplies and ensure timely procurement of stationery, pantry, housekeeping, and other operational requirements.
• Manage office assets, inventory, and records.

Vendor Management

• Coordinate with vendors and service providers for office maintenance, repairs, housekeeping, security, internet, courier, and utility services.
• Obtain quotations, negotiate rates, prepare comparative statements, and process vendor approvals.
• Track vendor performance and ensure timely service delivery.

Facility & Infrastructure Management

• Oversee housekeeping, office maintenance, electrical, plumbing, and general facility upkeep.
• Ensure office premises remain safe, clean, and operational always.
• Coordinate annual maintenance contracts (AMC) and service schedules.

Asset & Inventory Management

• Maintain records of company assets including laptops, desktops, mobile devices, furniture, and office equipment.
• Conduct periodic audits and ensure proper allocation and tracking of assets.
• Coordinate repairs, replacements, and maintenance of office equipment.

Compliance & Documentation

• Maintain administrative records, agreements, contracts, licenses, and statutory documents.
• Support management in ensuring compliance related to office operations and facility management.
• Manage insurance renewals and related documentation, where applicable.

Event & Employee Support

• Coordinate arrangements for office meetings, training sessions, celebrations, and company events.
• Support employee onboarding requirements such as workstation setup and other administrative needs.

Cost Control & Reporting

• Monitor and optimize administrative expenses.
• Maintain records of monthly administrative expenditures and vendor payments.
• Prepare periodic reports related to administration, facility management, and asset utilization.

Desired Skills & Competencies

• Strong organizational and multitasking abilities.
• Excellent vendor management and negotiation skills.
• Good communication and coordination skills.
• Proficiency in MS Office (Excel, Word, Outlook).
• Attention to detail and problem-solving mindset.
• Ability to work independently and manage multiple priorities.

Qualification & Experience

• Graduate in any discipline.
• 2 to5 years of experience in administration, facility management, or office operations.
• Experience in vendor management and office administration will be preferred.