Administration Executive

Role & responsibilities

A. Office Management:

• Oversee daily operations, housekeeping, cleanliness, and facility management.
• Maintain office equipment, infrastructure, and safety compliance.
• Organize festivals, events, and employee engagement activities.

B. Scheduling & Coordination:

• Manage calendars, meetings, and events.
• Handle logistics: venue booking, catering, travel, and accommodation.

C. Communication & Correspondence:

• Act as the primary contact for internal teams, visitors, vendors, and clients.
• Manage calls, emails, and mail.
• Draft official letters, emails, reports, and presentations.

D. Documentation & Record Keeping:

• Maintain physical and digital filing systems.
• Manage confidential files, contracts, and administrative records.
• Update registers, logs, and databases.

E. Procurement & Vendor Management:

• Monitor office inventory and ensure timely replenishment.
• Coordinate with security, housekeeping, scrap, transportation, insurance, and medical vendors.
• Obtain quotations, prepare comparative statements, negotiate, and ensure timely delivery.
• Track administrative expenses and vendor invoices.

F. Travel Arrangements:

• Manage domestic/international travel, bookings, itineraries, and reimbursements.

G. Cross-Functional Support:

• Assist HR with onboarding, induction, documentation, and attendance.
• Support Finance with invoices, petty cash, and payment follow-ups.
• Provide administrative support to all departments as needed.