Administration Officer

We are looking for a proactive and organized Admin Officer to manage day-to-day administrative activities and ensure smooth operations across office and site locations. The role involves regular site visits, coordination with staff and vendors, monitoring facilities, maintaining records, and resolving administrative issues efficiently.

Key Responsibilities

1. Administrative Operations

• Manage daily administrative activities and ensure smooth functioning of the office and sites.
• Maintain administrative records, documents, registers, and reports.
• Coordinate with different departments for administrative requirements.
• Handle office supplies, stationery, equipment, and inventory.
• Monitor housekeeping, security, maintenance, and other support services.

2. Site Visits & Coordination

• Travel regularly to different company/school/project sites for administrative inspections and coordination.
• Conduct site visits to check facilities, cleanliness, safety, infrastructure, and operational requirements.
• Identify site-related issues and coordinate with the concerned teams for timely resolution.
• Prepare site visit reports and submit updates to management.
• Coordinate with site staff and ensure compliance with company policies and procedures.
• Monitor the availability and condition of essential resources at various sites.

3. Vendor & Service Provider Management

• Coordinate with vendors, contractors, maintenance agencies, housekeeping, security, transport, and other service providers.
• Obtain quotations and coordinate for purchases and services as required.
• Monitor vendor performance and ensure timely completion of assigned work.
• Maintain vendor records and supporting documents.

4. Facilities & Maintenance

• Coordinate routine and emergency maintenance activities.
• Ensure electrical, plumbing, civil, furniture, equipment, and other facility-related issues are addressed.
• Follow up on pending maintenance complaints.
• Maintain records of repairs, maintenance, and service schedules.

5. Documentation & Reporting

• Maintain accurate administrative records and documentation.
• Prepare daily/weekly/monthly administrative reports.
• Maintain records of site visits, expenses, purchases, maintenance, and vendor activities.
• Ensure timely submission of reports and bills to the concerned department.

6. Staff & Operational Support

• Coordinate with employees/site staff regarding administrative requirements.
• Assist management in implementing administrative policies and procedures.
• Support staff during events, meetings, inspections, and special activities.
• Handle administrative emergencies and coordinate appropriate action.

7. Compliance & Safety

• Ensure sites follow organizational administrative and safety guidelines.
• Coordinate with security and facility teams to maintain a safe and secure environment.
• Report any major safety, security, or infrastructure concerns to management immediately.

Required Skills & Competencies

• Strong organizational and time-management skills.
• Good communication and interpersonal skills.
• Ability to coordinate with multiple teams and locations.
• Good problem-solving and follow-up skills.
• Proficiency in MS Office / Google Workspace.
• Ability to maintain records and prepare reports.
• Ability to work independently and manage multiple tasks.
• Willingness to travel regularly to different sites.
• Good negotiation and vendor-management skills.
• Ability to handle urgent administrative situations calmly and efficiently.

Qualifications & Experience

• Education: Graduate degree in any discipline; Diploma/Degree in Administration or Management is preferred.
• Experience: 25 years of experience in administration, facilities, operations, or a similar role.
• Experience in handling multiple sites and regular site visits will be an advantage.
• Driving licence and willingness to travel will be preferred.

Key Performance Indicators (KPIs)

• Timely resolution of site and administrative issues.
• Effective coordination with vendors and service providers.
• Proper maintenance of administrative records.
• Timely completion of site inspections and reports.
• Cost-effective management of administrative expenses.
• Compliance with organizational policies and safety standards.
• Overall smooth functioning of office and site facilities.