Admin Executive

Role & responsibilities

• Handle general office administrative tasks such as answering phones, managing emails, and organizing meetings.
• Maintain office supplies inventory, ensuring necessary supplies are available for daily operations.
• Coordinate travel arrangements for staff, including accommodations, transportation, and itineraries.
• Prepare and manage company documentation, including reports, forms, and presentations.
• Assist in HR-related tasks such as onboarding new employees and handling employee requests.

2. Facility Management:

• Oversee the maintenance, cleanliness, and overall functioning of the office space.
• Coordinate and manage any office repairs, renovations, or improvements with external vendors and contractors.
• Ensure the office meets health and safety regulations and remains a secure, safe environment for all employees.
• Manage office space allocation, including seating arrangements, and optimize space usage.
• Oversee the functioning of utilities (e.g., electricity, water, HVAC systems), ensuring efficient use and reducing operational costs.
• Act as a liaison with service providers for janitorial services, waste management, and pest control.

3. Event and Meeting Coordination:

• Plan and organize company events, meetings, and conferences.
• Manage the booking of conference rooms, ensuring the space is well-equipped and prepared for events.
• Coordinate catering, transportation, and any other event-related needs.

4. Vendor and Budget Management:

• Source and manage relationships with vendors for office supplies, maintenance services, and other facility-related needs.
• Track and manage the budget for office administration and facility-related expenses, ensuring cost-efficiency.
• Monitor and review service contracts to ensure proper service levels and compliance.

5. Employee Support:

• Provide general support to employees, addressing administrative and facility-related requests.
• Ensure that employee needs for workplace ergonomics, amenities, and comfort are met.
• Assist with employee engagement initiatives and internal communications.

Education and Experience:

• Prior experience in administrative support or facility management (typically 1-2 years).