Position: Admin Officer / Executive Admin

Role & responsibilities

Key Responsibilities

1. Office Administration

• Manage daily office administration and ensure smooth functioning of office facilities.

• Maintain office files, records, registers, documents, and administrative databases.

• Monitor office supplies, stationery, drinking water, housekeeping, and other

requirements.

• Coordinate maintenance and repair of office infrastructure and equipment.

• Ensure proper cleanliness, discipline, and workplace facilities.

2. Employee Administration

• Maintain employee-related administrative records and documents.

• Coordinate joining formalities, employee documentation, and exit formalities.

• Maintain attendance and leave records in coordination with HR.

• Coordinate employee requirements related to uniforms, ID cards, stationery, and other

facilities.

• Support employees with day-to-day administrative requirements.

3. Vendor & Service Provider Coordination

• Coordinate with vendors, contractors, housekeeping, security, maintenance agencies,

and other service providers.

• Obtain quotations and coordinate purchase/service requirements.

• Follow up on pending orders, services, repairs, and payments.

• Maintain vendor records and related documentation.

4. Asset & Inventory Management

• Maintain records of company assets, office equipment, furniture, computers, laptops,

and other administrative items.

• Track allocation, transfer, handover, and return of company assets.

• Maintain administrative inventory and ensure timely replenishment of essential items.

5. Travel & Meeting Coordination

• Coordinate official travel, accommodation, transportation, and other arrangements.

• Arrange meetings, conference rooms, refreshments, and related requirements.

• Provide administrative support to senior management whenever required.

6. MIS & Reporting

• Prepare daily, weekly, and monthly administrative reports.

• Maintain Excel-based records and MIS.

• Prepare reports related to attendance, assets, vendors, expenses, stationery, and

administrative activities.

• Maintain proper documentation for management review.

7. General Administration

• Coordinate with different departments for administrative requirements.

• Handle correspondence, courier, postal, and document movement.

• Support company events, employee activities, meetings, and other internal programs.

• Ensure compliance with company administrative policies and procedures.

• Perform any other administrative duties assigned by management.