Job Description

Job Summary

The Administrative Executive is responsible for ensuring the smooth and efficient day-to-day operations of the company’s premises and administrative functions. This includes overseeing building facilities, coordinating maintenance and repair works, liaising with vendors, and ensuring office supplies, utilities, and company assets are properly maintained and adequately replenished. The role also provides administrative and operational support across departments to ensure overall workplace efficiency.

Key Responsibilities

1. Building & Facilities Management

• Oversee the upkeep and maintenance of office premises, ensuring cleanliness, safety, and proper functionality.
• Coordinate with building management, contractors, and service providers for repairs, inspections, and scheduled maintenance.
• Monitor utilities, air-conditioning, lighting, and other essential systems to ensure smooth operations.
• Manage tenancy-related matters, including communication with landlords and property management offices.

2. Office Supplies & Asset Management

• Source, purchase, and monitor office supplies, pantry items, and stationery to maintain adequate stock levels.
• Coordinate the procurement of equipment, furniture, and operational assets as required.
• Maintain accurate and up-to-date inventory records of company assets.

3. Vendor & Service Coordination

• Liaise with external vendors and service providers, including cleaning, security, courier, and IT support providers.
• Obtain quotations, prepare cost comparison summaries, and coordinate timely deliveries and payment processing.
• Review and monitor service agreements, renewals, and vendor performance.

4. Administrative Support

• Assist in organizing company events, meetings, and travel arrangements.
• Manage incoming and outgoing mail, courier services, and general correspondence.
• Maintain proper documentation, filing systems, and administrative records.
• Provide administrative support to the Senior Finance Manager and management team as required.

5. Compliance & Safety

• Ensure compliance with applicable statutory and building requirements, including fire safety, insurance, and licensing.
• Maintain proper documentation for safety audits and building inspections.

Job Requirements

• Diploma or Degree in Business Administration, Management, or a related field.
• At least one (1) year of relevant experience in administration or facilities management.
• Strong organizational, multitasking, and time-management skills.
• Proactive, resourceful, and hands-on approach to problem-solving.
• Good communication and negotiation skills when dealing with vendors and building management.
• Ability to work independently with minimal supervision.
• Possession of own transport is an added advantage.

Skills