Executive/Senior Executive – Administration

About PSA BDP

PSA BDP, a member of the PSA Group, is a leading provider of globally integrated and port-centric supply chain, transportation, and logistics solutions. The company is headquartered in Philadelphia, PA, and employs more than 5,500 people worldwide.

We are a team that celebrates our unique diversity and close-knit community atmosphere. Our core values begin at the very top and span the broad reach of our global community.

We offer dynamic careers for those individuals looking to be a part of something bigger and provide unequivocal opportunities for growth within the organization.

PSA BDP serves over 5,000 customers, including some of the world's leading multinational companies within the chemical, retail & consumer, life sciences & pharmaceuticals, and electric vehicle & industrial verticals.

Job Description:

Administration & Facilities Management

• Manage daily office administration activities to ensure smooth business operations.
• Coordinate facility maintenance and ensure proper upkeep of office infrastructure.
• Monitor housekeeping, security, front office, and maintenance services.
• Ensure office premises are safe, clean, and well-maintained at all times.
• Oversee workstation allocation, meeting room management, and office space utilization.

Cafeteria Management

• Monitor cafeteria operations and vendor performance.
• Conduct regular inspections of food quality, hygiene standards, and service delivery.
• Coordinate menu planning and employee feedback with cafeteria vendors.
• Ensure compliance with food safety and hygiene requirements.

Transport & Travel Management

• Coordinate employee transportation services, pool cars, and transport vendors.
• Manage travel-related administrative arrangements, including hotel bookings and local transportation.
• Ensure timely resolution of transportation-related issues.

Vendor Management

• Coordinate with vendors and service providers for facility-related services.
• Monitor vendor performance and adherence to service-level agreements.
• Maintain vendor contracts, documentation, and renewal schedules.
• Process vendor invoices and coordinate with Finance for timely payments.

Hospitality

• Manage accommodation arrangements.
• Coordinate hospitality requirements for visitors, clients, and management.
• Ensure meeting rooms, boardrooms, and visitor areas are maintained and ready for use.

Procurement & Inventory Management

• Maintain inventory of office stationery, housekeeping materials, and administrative supplies.
• Coordinate procurement and replenishment of office consumables.
• Monitor stock levels and maintain proper inventory records.

Employee Engagement & Event Support

• Support the planning and execution of employee events, celebrations, and office activities.
• Coordinate logistics and administrative arrangements for company events.
• Assist in creating a positive workplace environment through effective administration support.

Compliance & Documentation

• Ensure compliance with company administration policies and safety guidelines.
• Maintain administration records, contracts, vendor documents, and asset registers.
• Support audits and inspections by providing necessary documentation and reports.
• Reporting & Budget Control
• Track administration expenses and support budget monitoring activities.
• Prepare monthly administration reports and vendor performance summaries.
• Identify opportunities for cost optimization and process improvements.

Job Requirements

Experience And Qualifications

• Bachelor's Degree in Business Administration or related discipline.
• 3–6 years of experience in Administration, Facilities Management, or Office Operations.
• Experience managing vendors, facilities, transport, security, and cafeteria operations.
• Proficiency in Microsoft Office (Excel, Word, PowerPoint).
• Good communication and interpersonal skills.
• Strong organizational, coordination, and problem-solving abilities.
• Ability to manage multiple priorities and work independently.