Job Description

Manage and coordinate daily administrative operations, facilities, office services, vendor management, and administrative support activities to ensure smooth, efficient, and cost-effective operations in accordance with company policies and procedures.

Job Requirements

Key Responsibilities:

• Manage and coordinate day-to-day administrative activities and office operations.
• Ensure administrative procedures, policies, and SOPs are properly implemented and followed.
• Prepare reports, documentation, correspondence, and other administrative materials.
• Maintain proper filing, records, and documentation for administrative matters.
• Support management in administrative projects and ad-hoc assignments.
• Coordinate office and facility maintenance, including air-conditioning, electrical, plumbing, cleaning, security, and other related services.
• Monitor maintenance schedules and ensure issues are resolved within the required timeframe.
• Coordinate office renovation, relocation, refurbishment, and improvement projects.
• Ensure the workplace is safe, clean, functional, and well maintained.
• Coordinate and manage administrative service providers and contractors.
• Obtain quotations, evaluate proposals, and coordinate with Procurement for purchasing activities where required.
• Monitor vendor performance, service quality, pricing, and contract compliance.
• Maintain proper records of vendor agreements, quotations, contracts, and service reports.
• Assist in preparing and monitoring the department's administrative budget.
• Monitor administrative expenses and identify opportunities for cost savings.
• Review invoices and supporting documents before submission for payment.
• Provide administrative support to employees and various departments.
• Coordinate office supplies, stationery, equipment, access cards, uniforms, and other administrative requirements.
• Manage meeting rooms, office facilities, company events, and internal activities when required.
• Identify areas for improvement in administrative processes and workflows and introduce digital solutions and automation.
• Guide and support junior administrative staff in their daily duties.
• Support management and other departments on administrative projects and perform other duties as assigned.

Qualifications:

• Diploma/Degree in Business Administration, Management, Facilities Management, or a related field.
• 2–3 years of relevant administrative experience, preferably in a corporate or retail environment.
• Good knowledge of office administration, facilities management, and vendor coordination.
• Strong communication, coordination, and problem-solving skills.
• Good organizational and time-management skills.
• Proficient in Microsoft Office, particularly Excel, Word, and PowerPoint.
• Able to work independently and manage multiple tasks effectively.
• Good interpersonal skills and ability to work with different departments and external vendors.

Skills