The Administrative Executive is responsible for supporting and managing the day-to-day administrative operations of the company to ensure a smooth, efficient, and professional working environment. The role encompasses the administration of reception services, transportation services, cafeteria and catering services, pantry supplies, office furniture procurement and maintenance, procurement administration through Ariba, contract staff attendance validation, and preparation of administrative reports.
The incumbent will supervise the Receptionist and work closely with internal stakeholders and external service providers to ensure all administrative services are delivered effectively and efficiently.
Key Responsibilities
Administrative Services Management
- Manage and coordinate daily administrative operations, including: Reception Services, Employee Bus Transportation Services, Cafeteria and Food Catering Services, Pantry Supplies Management, Office Furniture Procurement and Maintenance, General office administrative functions.
- Liaise with vendors, contractors, and service providers to ensure service quality and compliance with contractual requirements.
- Monitor service performance and promptly address operational issues and employee feedback.
- Ensure administrative facilities and services are maintained in a safe, clean, and professional condition.
Procurement Administration (Ariba)
- Administer procurement activities for all administrative service-related requirements through the Ariba system.
- Prepare and submit Purchase Requisitions (PRs) for approval.
- Generate and issue Purchase Orders (POs) in accordance with company procurement policies and procedures.
- Track procurement status and coordinate with suppliers to ensure timely delivery of goods and services.
- Maintain accurate procurement records and documentation for audit and compliance purposes.
Contract Staff Administration
- Perform monthly attendance validation for contract staff.
- Review, verify, and reconcile attendance records to ensure accuracy and timely submission.
- Coordinate with contractors and relevant stakeholders to resolve attendance discrepancies.
- Ensure all validation activities are completed within established timelines.
Reporting and Documentation
- Consolidate, analyze, and prepare monthly administrative reports covering all administrative services.
- Maintain accurate administrative records, databases, and filing systems.
- Generate reports and presentations as required by management.
- Support budgeting and expense tracking related to administrative services.
Team Supervision and Support
- Supervise and manage the Receptionist to ensure efficient front-office operations.
- Provide guidance, training, and support to ensure service excellence.
- Monitor work performance and ensure assigned administrative duties are carried out effectively.
Continuous Improvement
- Identify opportunities to improve administrative processes and operational efficiency.
- Participate in administrative projects and initiatives as assigned by the Administration Manager.
- Support the implementation of company policies and administrative best practices.
Education
- Minimum GCE A Level qualification and above or
- Relevant Diploma, vocational certification, or equivalent qualification in Business Administration, Office Management, or related disciplines.
Experience
- Minimum 8-10 years of relevant experience in office administration, facilities administration, or administrative management.
- Experience in vendor management, service contract administration, and procurement processes.
- Experience with SAP Ariba or similar procurement systems is preferred.
- Experience supervising support staff or service personnel will be an advantage.
Technical Competencies
Proficient in:
- Microsoft Office (Word, Excel, PowerPoint)
- Microsoft Outlook
- Microsoft Teams
- Other business productivity and communication tools
- Strong computer literacy and ability to manage administrative databases and reporting.
