Senior Executive – Administration

Job Summary

We are seeking a highly organized, proactive, and experienced Administrative Professional to oversee our office's daily operations. This role is crucial for ensuring a smooth, efficient, and cost-effective work environment.

The ideal candidate will be a strategic thinker with a hands-on approach, capable of managing everything from facility operations and vendor negotiations to leading an administrative support team. You will be the central point of contact for all office-related needs, ensuring compliance, managing budgets, and implementing procedures that improve our operational efficiency.

Key Responsibilities

• Facility & Operations Management
  
  

Oversee all day-to-day office administration and ensure the facility is safe, clean, and fully functional.

Act as the primary liaison for building management, service providers, and landlords.

Manage office space planning, including seating arrangements, office moves, and refurbishment projects.

Implement and maintain office health and safety protocols to ensure full compliance with all relevant regulations.

• Vendor & Procurement Management
  
  

Manage the procurement of all office supplies, furniture, IT equipment, and pantry items, ensuring optimal inventory levels.

Lead vendor selection, negotiate contracts, and manage relationships with suppliers (e.g., cleaning, security, catering, stationery, travel) to ensure cost-effectiveness and high-quality service.

• Logistics & Travel Coordination
  
  

Manage all end-to-end corporate travel arrangements, including flights, trains, visas, and ground transportation for employees.

Handle all accommodation bookings (hotels, guest houses, serviced apartments) for travelling staff, new hires, and visiting guests.

Coordinate the complete logistics and transportation of materials, tools, and equipment required for service jobs, trials, and testing at client sites.

Act as the administrative backbone for field service and testing teams, ensuring they have all necessary resources (travel, lodging, materials) for successful job completion.

• Budget & Financial Administration
  
  

Assist in the preparation and management of the annual administrative budget.

Track all administrative expenses, identify cost-saving opportunities, and provide regular reports to the finance team and leadership.

Reconcile administrative budgets and process expense reports.

• Team & Stakeholder Management
  
  

Lead, mentor, and manage the administrative support team (such as receptionists, office assistants, and support staff).

Coordinate with IT, HR, and Finance departments to ensure seamless operational support for all employees.

Manage internal communications regarding office procedures, events, or facility updates.

• Process Improvement & Support
  
  

Develop, review, and implement new administrative policies and procedures to enhance efficiency.

Oversee the coordination of company events, meetings, and conferences.

Manage the company’s travel and accommodation booking process, ensuring policy compliance.

Must-Haves

Qualifications & Skills

Experience: 5-15 years of progressive experience in office administration, administrative management, or facility management.

Education: Bachelor’s degree in Business Administration, Management, or a related field is preferred.

Vendor Management: Proven experience in negotiating contracts and managing vendor relationships.

Financial Acumen: Strong experience with budget management and administrative expense tracking.

Technical Skills: High proficiency in the MS Office Suite (Word, Excel, PowerPoint, Outlook).

Leadership: Demonstrable experience in leading or mentoring junior administrative staff.

Soft Skills

Exceptional organizational and time-management skills.

Strong problem-solving and decision-making abilities.

Excellent verbal and written communication skills.

Proactive, self-motivated, and able to work independently.

Nice-to-Haves

Experience in a fast-paced or high-growth company.

Certification in Office Management (e.g., Certified Administrative Professional - CAP)