Executive - Administration

Vendor & Facility Management

• Identify, evaluate, and manage office and service vendors (housekeeping, maintenance, IT support, etc.).
• Negotiate contracts, track service levels, and ensure timely renewals.
• Coordinate with vendors for timely delivery of services and supplies.
• Maintain updated records of vendor agreements and contacts.

Petty Cash & Payment Handling

• Maintain and reconcile petty cash on a daily/weekly basis.
• Process petty cash reimbursements and ensure proper documentation.
• Coordinate with the accounts/finance team for invoice processing and vendor payments.
• Maintain accurate logs for all financial transactions related to admin expenses.

Housekeeping Supervision

• Supervise in-house or outsourced housekeeping staff to maintain cleanliness and hygiene in the office.
• Ensure daily cleaning routines are followed and standards are met across workspaces, pantry, and washrooms.
• Track housekeeping consumables and reorder as needed.

Inventory & Stationery Management

• Maintain an updated inventory of office supplies, pantry items, and housekeeping materials.
• Manage procurement and stock levels of stationery and admin supplies.
• Track usage patterns and raise purchase requests when necessary.
• Ensure secure and organized storage of admin assets.

General Office Administration

• Support general administrative functions such as courier coordination, ID card issuance, and asset tagging.
• Assist in managing office maintenance, repairs, and upkeep.
• Maintain documentation of all administrative processes and approvals.

Requirements:

• Graduation is mandatory.
• 2-6 years of experience in office administration or facilities management.
• Strong organizational and coordination skills.
• Basic knowledge of accounting or cash handling.
• Proficiency in MS Office (especially Excel for inventory and cash records).
• Good communication and negotiation skills.
• Ability to multitask and work independently with minimal supervision.