Admin Executive

Job Overview and Responsibilities

The Admin Executive will be responsible for ensuring seamless housekeeping, security, office management, vendor coordination, payment processing, and travel arrangements within the organization. This role demands meticulous attention to daily maintenance routines, effective communication with vendors, monitoring office operations, and administrating employee travel and accommodation plans.

Housekeeping Duties

• Perform thorough sweeping and mopping of floors before office hours and again post-lunch to uphold cleanliness and prevent dust accumulation.
• Carry out frequent inspections to address immediate cleaning needs such as spills during office hours.
• Clean and disinfect washrooms at least three times daily—before office starts, after lunch, and in the evening—and restock essential toiletries regularly.
• Check washroom fixtures for functionality and promptly report any malfunctions for repair.
• Maintain cafeteria hygiene by cleaning tables and floors after each meal, disposing of trash properly, restocking consumables like tea, coffee, sugar, snacks, and ensuring coffee machines and water dispensers operate correctly.
• Prepare conference and meeting rooms prior to use by organizing furniture and materials, testing audio-visual equipment, and restoring room setup post-meeting.

Security Management

• Maintain accurate logs for all inbound and outbound materials, verifying delivery receipts against purchase orders and authorizations.
• Conduct random audits to prevent unauthorized material movement.
• Plan and distribute weekly duty rosters for security personnel, monitor compliance with assigned shifts, and address attendance issues through replacements or reassignment.
• Regularly update duty rosters to meet organizational security needs.

Office Administration

• Track and replenish office supplies such as stationery, printer cartridges, and cleaning materials as necessary.
• Liaise with approved vendors for repair and maintenance services, ensuring issues are resolved timely.
• Supervise the operational status of office equipment including printers, computers, and phones, reporting any defects immediately.
• Organize office spaces efficiently to foster a productive and professional environment.

Vendor Engagement and Payments

• Maintain comprehensive records of approved vendors including contact details, service agreements, and performance evaluations.
• Collect and verify vendor invoices against purchase orders or service agreements for accuracy.
• Provide timely invoice summaries and supporting documents to the accounts department for payment processing and follow up to ensure prompt disbursement.
• Identify and onboard new vendors following a rigorous vetting process, conduct market research to ensure competitive pricing, and hold regular meetings to review vendor performance.

Travel and Accommodation Coordination

• Manage employee travel requests by verifying compliance with company policies and budget guidelines prior to obtaining necessary approvals.
• Coordinate bookings with travel agencies or platforms ensuring adherence to band-specific options (economy class with shared accommodations or business class with individual stays).
• Maintain and update a list of approved accommodations with negotiated corporate rates, organizing bookings as per employee band eligibility and requirements.
• Provide employees with travel itineraries, booking confirmations, and accommodation details including emergency contacts.