Administration Executive

Job Summary

The Senior Admin Executive is responsible for managing and supervising daily administrative operations, ensuring efficient office management, coordinating facilities, supporting management teams, and maintaining a productive work environment. The role requires strong organizational, communication, and leadership skills to ensure smooth business operations.

Key Responsibilities

Administrative Management

• Oversee day-to-day administrative activities and office operations.
• Develop and implement administrative policies and procedures.
• Maintain office records, files, documents, and databases.
• Ensure compliance with company policies and regulatory requirements.

Office & Facility Management

• Manage office facilities, equipment, and maintenance activities.
• Coordinate with vendors, service providers, and contractors.
• Monitor office supplies inventory and procurement activities.
• Ensure workplace cleanliness, safety, and security standards.

Team Coordination

• Supervise and guide administrative staff.
• Delegate tasks and monitor work performance.
• Conduct training and support employee development initiatives.

Vendor & Asset Management

• Negotiate with vendors for office services and supplies.
• Maintain asset registers and track company resources.
• Process service agreements and vendor contracts.

Travel & Event Coordination

• Arrange domestic and international travel, accommodations, and itineraries.
• Organize meetings, conferences, workshops, and company events.
• Prepare meeting agendas and maintain minutes of meetings.

Budget & Cost Control

• Assist in preparing and managing administrative budgets.
• Monitor expenses and identify cost-saving opportunities.
• Verify invoices and process administrative payments.

Management Support

• Provide administrative support to senior management.
• Prepare reports, presentations, and business correspondence.
• Coordinate interdepartmental communication and activities.

Required Qualifications

• Bachelor's degree in Business Administration, Commerce, Management, or a related field.
• 3-4 years of experience in administration, office management, or facilities management.
• Experience in handling vendor management and office operations.

Required Skills

• Strong leadership and team management skills.
• Excellent verbal and written communication abilities.
• Advanced knowledge of MS Office (Excel, Word, PowerPoint).
• Good organizational and multitasking skills.
• Budget management and cost-control capabilities.
• Problem-solving and decision-making skills.
• Knowledge of procurement and vendor management processes.

Preferred Qualifications

• Any graduate
• Experience with ERP or office management systems.
• Knowledge of workplace health, safety, and compliance standards.

Key Performance Indicators (KPIs)

• Administrative process efficiency.
• Vendor performance and cost optimization.
• Employee satisfaction with administrative services.
• Timely completion of administrative tasks.
• Budget adherence and cost savings achieved.
• Facility maintenance and operational uptime.