Administration Head

Role & responsibilities

1. Administrative Operations

• Oversee day-to-day administrative activities and ensure smooth office operations.
• Develop, implement, and maintain administrative policies, procedures, and systems.
• Ensure effective coordination between departments and provide timely administrative support.
• Monitor office infrastructure, facilities, utilities, and maintenance activities.

2. Facility and Infrastructure Management

• Manage office premises, buildings, equipment, furniture, and other company assets.
• Ensure proper housekeeping, cleanliness, hygiene, and workplace safety.
• Coordinate repairs, preventive maintenance, and facility improvement projects.
• Ensure the availability of essential office supplies and services.

3. Vendor and Contract Management

• Identify, evaluate, and manage vendors, contractors, and service providers.
• Negotiate service agreements, commercial terms, and annual maintenance contracts.
• Monitor vendor performance, service quality, and compliance with contractual obligations.
• Control administrative expenditure and identify cost-saving opportunities.

4. Security and Safety

• Oversee security personnel, access control, visitor management, and surveillance systems.
• Implement workplace safety procedures and emergency response plans.
• Coordinate fire safety checks, drills, and other statutory safety requirements.
• Ensure the security of company property, employees, and visitors.

5. Budgeting and Cost Control

• Prepare and manage the annual administration budget.
• Monitor expenses, invoices, purchase orders, and vendor payments.
• Maintain administrative cost records and submit periodic reports to management.
• Implement measures to improve operational efficiency and reduce unnecessary expenditure.

6. Asset and Inventory Management

• Maintain accurate records of company assets, office equipment, and administrative inventory.
• Establish procedures for asset allocation, tracking, maintenance, and disposal.
• Conduct periodic physical verification and reconciliation of assets.
• Ensure appropriate documentation for purchases and asset transfers.

7. Employee and Management Support

• Coordinate employee transportation, accommodation, canteen, and other support services, where applicable.
• Support employee onboarding, seating arrangements, office access, and workplace facilities.
• Organize meetings, conferences, company events, and official travel arrangements.
• Provide administrative support to senior management as required.

8. Compliance and Documentation

• Ensure compliance with applicable laws, statutory requirements, company policies, and internal procedures relevant to administration.
• Maintain contracts, licenses, insurance records, maintenance logs, and other administrative documents.
• Coordinate with HR, Finance, Legal, and other departments on compliance-related matters.
• Prepare administrative reports and records for internal audits and management reviews.

9. Team Leadership

• Lead, supervise, and develop the administration team.
• Allocate responsibilities, monitor performance, and establish service standards.
• Promote accountability, teamwork, and continuous process improvement.
• Ensure timely resolution of administrative issues and service requests.

Preferred candidate profile

• Bachelor's degree in Business Administration, Management, or a related field; a master's degree or relevant professional qualification is an advantage.
• Typically 18+years of relevant experience in administration, facilities, or operations, including 5+ years in a managerial or leadership role.
• Experience in vendor management, budgeting, facility management, security, and asset control.
• Knowledge of applicable workplace safety requirements and relevant statutory compliance.
• Proficiency in MS Office, reporting tools, and administrative management systems.