We are looking for a proactive, organized, and detail-oriented Administration Officer/Executive to oversee daily office operations, facility management, vendor coordination, logistics, compliance, and administrative support. The ideal candidate will ensure a safe, efficient, and well-maintained workplace while coordinating with internal departments to support smooth business operations. Key Responsibilities Office Management

✔ Oversee the day-to-day administrative operations and ensure the office premises remain clean, organized, and well-maintained.

✔ Manage office supplies, stationery, pantry items, and inventory to ensure uninterrupted operations.

✔ Coordinate the maintenance and servicing of office equipment, including air conditioners, generators, IPS systems, printers, and other office assets .

✔ Arrange seating plans, workstation setup, and required office facilities for new employees. Vendor & Facility Management

✔ Build and maintain effective relationships with vendors, service providers, contractors, and facility management partners.

✔ Coordinate cleaning, security, courier, maintenance, and other administrative service providers.

✔ Negotiate vendor contracts and ensure timely processing of invoices and payments.

✔ Monitor utility services, including electricity, gas, water, internet, and telephone bills, ensuring timely payments.

✔ Manage office lease agreements and maintain regular communication with landlords and property management.

✔ Handle office procurement and purchasing activities while ensuring cost-effective sourcing. Logistics & Travel Management

✔ Arrange business travel, accommodation, and transportation for employees, clients, and visitors.

✔ Coordinate courier, dispatch, and document delivery services. Compliance & Documentation

✔ Maintain administrative records, licenses, trade permits, agreements, and renewal schedules.

✔ Ensure compliance with municipal regulations, fire safety requirements, and building management policies.

✔ Maintain organized filing systems for all administrative documents and records. Security & Workplace Safety

✔ Supervise security personnel and monitor office access control systems.

✔ Ensure fire safety equipment, emergency exits, evacuation plans, and first aid kits are properly maintained and operational.

✔ Coordinate periodic workplace safety drills in collaboration with the HR department. Event & Meeting Coordination

✔ Organize logistics for meetings, training programs, workshops, and corporate events.

✔ Manage meeting room bookings, guest reception, hospitality arrangements, and event support services. Budget & Cost Management

✔ Prepare, monitor, and control the administrative department's operational budget.

✔ Identify opportunities to optimize administrative costs and improve operational efficiency. Cross-Functional Coordination

✔ Support the HR team with onboarding logistics, office setup, and employee facilities.

✔ Coordinate with the Accounts and Audit teams regarding administrative documentation, procurement, and vendor-related matters.

✔ Assist in organizing employee welfare initiatives, including transportation, meals, engagement activities, and office events.

✔ Perform any other administrative responsibilities assigned by management.