Administration Executive

The Role

The Administration Executive is responsible for managing and coordinating the daily administrative functions of the organization, ensuring efficient office operations, policy compliance, and effective coordination across departments. The role supports HR, procurement, facilities, travel, and vendor management activities while ensuring smooth execution of administrative services across regional offices.

• Oversee and coordinate all administrative operations across offices and operational sites.
• Supervise and guide the Administration Assistant and support staff to ensure smooth daily operations.
• Ensure compliance with administrative policies, procedures, and company standards.
• Maintain proper documentation and organized filing systems for contracts, leases, and administrative records.
• Track and manage renewal of licenses, leases, and insurance documents.
• Prepare periodic administrative reports, including expense summaries, asset utilization, fleet performance, and vendor updates.
• Prepare purchase orders, payment requests, and ensure completeness of supporting documentation for approval.

• Manage procurement and stock control of regional printed stationery, uniforms, and office supplies.
• Source vendors for promotional materials, branded items, and general office requirements.
• Review and validate vendor quotations and service-related documents before submitting to the Administration Manager.
• Coordinate renewal of service contracts for office maintenance, facility management, and equipment servicing.
• Evaluate vendor performance, ensure cost-efficiency, and maintain positive relationships with service providers.

• Manage company asset and fleet operations, including vehicle registration, renewals, maintenance, and fuel card issuance.
• Ensure office premises are clean, safe, and well-maintained in compliance with health and safety standards.
• Coordinate repairs, maintenance, and inspections for office equipment and premises.
• Oversee allocation of desk spaces, workspace readiness, and IT setup for employees.
• Monitor security measures and ensure adherence to HSE policies across locations.

• Arrange business travel including flight bookings, hotel reservations, and visa processing.
• Liaise with travel agencies, hotels, and logistics service providers for smooth coordination.
  
  Support HR with travel logistics for onboarding, transfers, and business visits.
• Maintain travel records and ensure cost-effective travel planning aligned with company policy.

• Monitor and manage telecommunications systems including phone lines, mobile subscriptions, and internet connections.
• Ensure timely processing of bills and accurate reporting of communication expenses.
• Coordinate with IT Department to resolve system-related issues and support connectivity requirements.
• Ensure proper issuance and tracking of IT-related assets (laptops, SIM cards, access cards).

• Coordinate with HR for employee onboarding logistics—desk setup, /access cards, and company SIM allocation.
• Manage medical insurance additions, deletions, and renewals for employees.
• Provide administrative support during employee transfers, relocations, and onboarding activities.
• Organize and support employee engagement events, staff gatherings, and office celebrations.

• Ensure adherence to workplace safety standards, emergency preparedness, and health regulations.
• Coordinate with building management and vendors to maintain safety equipment and housekeeping standards.
• Conduct periodic checks to ensure office security and cleanliness.
• Knowledge in ISO and compliance-related activities, including documentation control, audit preparation, process reviews, and ensuring alignment with organizational policies.

• Bachelor’s degree in Commerce, Business Management, or a related field.
• Minimum 4 years of experience in administration, preferably in a regional or multi-site organization.
• Hands-on experience in managing office operations, procurement, and vendor relations.
• Familiari…