Administrative Executive

Role Overview

We’re looking for a highly organised, proactive, and dependable  Admin Executive  to take ownership of the  day-to-day management and smooth functioning of the office .
This is an  office management and operations-focused role , responsible for ensuring that the workplace is well-maintained, adequately stocked, efficiently managed, and fully functional at all times.

The role requires someone who can independently manage office administration, vendors, procurement, facilities, inventory, documentation, employee requirements, and day-to-day coordination.

The ideal candidate is hands-on, detail-oriented, good at follow-through, and capable of managing multiple priorities while ensuring that nothing falls through the cracks.

Roles & Responsibilities

Office Management & Daily Operations

Take ownership of the day-to-day functioning and administration of the office.

Ensure the office is clean, organised, well-maintained, and fully operational.

Manage housekeeping, pantry, stationery, office supplies, maintenance, and other regular requirements.

Monitor the office on a daily basis and proactively identify operational or maintenance requirements.

Coordinate repairs, servicing, installations, and other office-related work.

Ensure employees have the necessary workplace support and resources.

Maintain administrative checklists, trackers, and schedules.

Vendor Management

Manage and coordinate with office vendors, contractors, service providers, and building management.

Obtain quotations and estimates for office requirements and coordinate approvals.

Negotiate where appropriate and ensure purchases are made at reasonable costs.

Coordinate vendor visits, deliveries, repairs, and service schedules.

Track pending vendor requirements and ensure timely closure.

Maintain updated vendor contact details, quotations, agreements, and related documentation.

Build strong working relationships with regular office vendors.

Procurement & Inventory

Handle day-to-day office procurement and purchasing requirements.

Ensure office supplies, stationery, pantry items, maintenance materials, and other consumables are available as required.

Maintain proper inventory and stock records.

Monitor consumption and raise requirements proactively.

Coordinate the purchase, delivery, receipt, and distribution of materials.

Ensure all purchases are properly documented and within approved budgets.

Expenses, Bills & Documentation

Maintain records of office-related expenses and petty cash.

Collect and organise invoices, bills, receipts, quotations, and supporting documents.

Coordinate with the finance/accounts team for timely submission and processing of expenses and invoices.

Maintain proper documentation for vendors, purchases, service contracts, and administrative expenses.

Track pending bills, payments, and documentation requirements.

Ensure administrative records are accurate, organised, and easily accessible.

Employee & Office Support

Act as the primary point of contact for employees for day-to-day office-related requirements.

Coordinate meeting rooms, visitors, office events, and internal requirements.

Support management and employees with administrative and logistical requirements.

Coordinate transportation, courier, travel, accommodation, or other logistics when required.

Ensure a smooth and professional workplace experience for employees and visitors.

Facilities & Maintenance

Coordinate with building management, security, housekeeping, maintenance teams, and other facility service providers.

Monitor office equipment, utilities, furniture, fixtures, and infrastructure.

Track AMC/service contracts, renewals, maintenance schedules, and other recurring requirements.

Ensure timely servicing and maintenance of office equipment and facilities.

Proactively…