Administration Manager

We are seeking a proactive and detail-oriented Administration Executive to oversee day-to-day office administration and facility operations. The ideal candidate will ensure smooth office functioning by managing vendors, facilities, travel, inventory, and workplace services while maintaining a safe, efficient, and employee-friendly environment.

Key Responsibilities

Office Administration

• Manage daily office administration activities to ensure seamless business operations.
• Coordinate office maintenance, housekeeping, pantry, and security services.
• Ensure office premises are clean, organized, and operational at all times.
• Maintain office infrastructure and coordinate repairs when required.

Facility Management

• Coordinate with facility vendors and service providers for preventive and corrective maintenance.
• Monitor Annual Maintenance Contracts (AMCs) and ensure timely renewals.
• Ensure compliance with workplace safety, health, and security standards.
• Coordinate seating arrangements, office movements, and workspace allocation.

Vendor Management

• Identify, onboard, and manage vendors for facility and administrative services.
• Negotiate commercial terms and monitor vendor performance.
• Process purchase requests, purchase orders, invoices, and vendor payments.
• Maintain vendor documentation and service records.

Travel & Calendar Coordination

• Coordinate domestic travel, hotel bookings, transportation, and logistics for employees and visitors.
• Assist leadership with calendar scheduling, meeting room bookings, and travel itineraries.
• Coordinate conference rooms and ensure meeting arrangements are in place.

Inventory & Asset Management

• Maintain records of office assets, furniture, stationery, pantry supplies, and consumables.
• Track inventory levels and ensure timely procurement.
• Coordinate asset allocation and maintain accurate inventory records.

Procurement

• Manage procurement of office supplies and administrative requirements.
• Obtain quotations, compare vendors, and ensure cost-effective purchasing.
• Maintain procurement documentation and purchase records.

Employee Support

• Support onboarding activities by arranging workstations and employee welcome kits.
• Coordinate employee engagement events, celebrations, and office activities.
• Act as the point of contact for employee administration-related requests.

Documentation & Compliance

• Maintain administration-related records, agreements, invoices, and contracts.
• Prepare MIS reports related to administration expenses, inventory, and vendor performance.
• Ensure adherence to company policies and administrative procedures.

Required Skills

• Office Administration
• Facility Management
• Vendor Management
• Housekeeping & Security Coordination
• Travel Management
• Calendar & Meeting Coordination
• Inventory & Asset Management
• Procurement & Purchase Coordination
• Office Operations
• Budget Tracking
• Documentation & MIS Reporting
• Excellent Communication & Coordination Skills