About the role
Job PurposeThe Admin Executive will support smooth day-to-day office administration and facility operations by coordinating vendors, maintaining workplace standards, handling employee service requirements, monitoring administrative activities, and ensuring timely closure of operational issues.The role requires a highly organized and proactive individual with strong follow-up skills and a service-oriented approach.Key Responsibilities1. Office & Facility Administration
- Manage day-to-day office and facility operations.
- Ensure proper upkeep of workstations, meeting rooms, reception, pantry, washrooms, common areas, and other office facilities.
- Conduct regular facility rounds and identify maintenance, housekeeping, hygiene, and safety concerns.
- Coordinate preventive and breakdown maintenance for office infrastructure and equipment.
- Track administrative service requests and ensure timely closure.
- Coordinate with housekeeping, security, pantry, maintenance, pest-control, and other facility service providers.
- Monitor vendor manpower attendance, deployment, service quality, and SLA adherence.
- Follow up with vendors for timely resolution of service issues.
- Verify service records and support invoice/billing documentation.
- Escalate recurring service deficiencies to the Administration Manager.
3. Employee & Workplace Support
- Address employees' day-to-day administration and facility-related requirements.
- Support seating arrangements, workstation allocation, new-joiner readiness, and internal office movements.
- Coordinate meeting-room readiness and arrangements for internal meetings.
- Provide administrative support for employee engagement activities and office events.
- Ensure professional reception and visitor-management standards.
- Coordinate visitor access, meeting-room arrangements, refreshments, and other requirements.
- Support arrangements for VIP and senior-management visits.
- Monitor housekeeping schedules, cleaning standards, and consumable availability.
- Ensure pantry operations meet expected hygiene and service standards.
- Monitor washroom cleanliness, hygiene supplies, and odor-control requirements.
- Maintain appropriate stock levels of housekeeping, pantry, and office consumables.
- Support compliance with workplace safety and security requirements.
- Report unsafe conditions, incidents, or facility risks promptly.
- Maintain relevant administration, vendor, maintenance, and safety documentation.
- Support emergency preparedness activities and periodic safety checks.
- Coordinate requirements for office supplies, consumables, furniture, and administrative services.
- Obtain quotations and support vendor/commercial comparisons as required.
- Maintain records of administrative assets, inventory, and consumable stock.
- Monitor consumption to minimize unnecessary expenditure and wastage.
- Maintain daily/weekly/monthly administrative trackers.
- Track open service requests, pending maintenance activities, vendor issues, and target closure dates.
- Prepare periodic MIS and status reports for management.
- Maintain documentation including contracts, invoices, quotations, service reports, checklists, and supporting records.