Office Admin

– Admin Executive

Job Title: Admin Executive

About the Role

Key Responsibilities

Office Maintenance & Upkeep

• Ensure the office premises are clean, organized, and well-maintained at all times.
• Coordinate with housekeeping staff to ensure daily cleaning activities are completed efficiently.
• Monitor and replenish office supplies, including stationery, pantry items, drinking water, and other essentials.
• Identify maintenance requirements and coordinate repairs when necessary.

Administrative Support

• Manage incoming and outgoing couriers, packages, and deliveries.
• Maintain records of office inventory and initiate purchase requests for required supplies.
• Support document management through photocopying, printing, scanning, and filing.
• Maintain organized records and ensure easy accessibility of administrative documents.

Employee & Visitor Support

• Welcome and assist visitors, clients, students, and employees in a professional manner.
• Address basic inquiries and direct visitors to the appropriate department or personnel.
• Support onboarding logistics by arranging seating, workstations, and office essentials for new employees.
• Ensure a positive visitor and employee experience within the office premises.

Coordination & Communication

• Liaise with vendors for office-related purchases, maintenance work, and service requests.
• Coordinate refreshments and logistical arrangements for meetings, training sessions, and office events.
• Assist the Administration teams in collecting, distributing, and maintaining employee-related documents.
• Follow up with internal and external stakeholders to ensure timely completion of tasks.

Basic Office Operations

• Maintain attendance registers and related records when required.
• Assist with routine administrative errands such as bank visits, bill payments, and document submissions.
• Support the efficient execution of daily operational activities.
• Ensure compliance with office procedures and administrative guidelines.

Facility & Parking Management

• Allocate and manage parking slots for employees, visitors, and students.
• Monitor compliance with parking regulations and organizational policies.
• Conduct routine inspections to identify unauthorized or improperly parked vehicles.
• Address and resolve parking-related concerns, complaints, and disputes effectively.
• Maintain records related to parking allocation and utilization.

Campus Event Support

• Provide administrative and logistical support for campus events, workshops, seminars, and student activities.
• Coordinate seating arrangements, catering, equipment setup, and venue readiness.
• Assist in event planning, execution, and post-event coordination.
• Ensure all event requirements are fulfilled in a timely and organized manner.

Qualifications & Skills

• Bachelor's degree in any discipline preferred.
• 1–3 years of experience in administration, office operations, or a similar role.
• Good communication and interpersonal skills.
• Strong organizational and multitasking abilities.
• Proficiency in MS Office (Word, Excel, Outlook).
• Ability to work independently and manage multiple responsibilities.
• Positive attitude, reliability, and attention to detail.
• Willingness to handle field errands and operational support activities when required.

Key Competencies

• Time Management
• Problem-Solving Ability
• Attention to Detail
• Vendor Coordination
• Customer Service Orientation
• Teamwork & Collaboration
• Initiative and Accountability