About the job
The Administrative Executive will play a pivotal role in providing extensive administrative support to ensure the efficient functioning of the facility management team. This position encompasses coordinating office operations, maintaining precise records, assisting with procurement and vendor management, and upholding compliance with corporate policies. The ideal candidate should be highly organized, meticulous, and capable of thriving in a fast-paced environment.
Key Responsibilities:
- Coordinate daily administrative and operational tasks within the facility.
- Maintain accurate documentation of facility operations, vendor contracts, service agreements, and related paperwork.
- Assist in the preparation of reports, memos, invoices, purchase orders, and other correspondence.
- Support procurement activities by obtaining vendor quotes, initiating purchase requisitions, and tracking deliveries.
- Monitor office supplies and ensure timely replenishment.
- Schedule meetings, prepare agendas, and document minutes.
- Act as a liaison for vendors, contractors, and internal teams regarding administrative inquiries.
- Track and follow up on service requests, work orders, and project timelines.
- Manage all documentation related to power supply, including invoices and renewals.
- Collaborate with utility service providers to prevent service interruptions and ensure timely payments.
- Oversee daily vehicle scheduling, tracking, and maintenance operations.
- Ensure all vehicle documentation, licensing, and insurance requirements are met.
- Ensure compliance with company policies and regulatory standards in all administrative functions.
- Supervise administrative support staff and office service vendors (cleaning, security, etc.).
- Keep all licenses, permits, and compliance documents up to date.
- Maintain accurate administrative records and ensure data integrity.
- Perform additional tasks as assigned by the Head of Administration.