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 flag issues that may affect office operations.

Administration & Process Management

• Maintain organised records for office administration, vendors, inventory, expenses, contracts, and other documentation.

• Create and maintain simple systems, trackers, checklists, and processes for efficient office management.

• Track all pending administrative requirements and ensure timely closure.

• Identify recurring operational issues and implement practical solutions.

• Keep management informed about important requirements, upcoming expenses, maintenance issues, and pending matters.

Your Experience

• 2–5 years of experience in administration, office management, facilities, or a similar role.

• Experience independently managing day-to-day office operations.

• Hands-on experience with vendors, procurement, inventory, maintenance, and office expenses.

• Strong organisational and coordination skills.

• Comfortable working with MS Office / Google Workspace and spreadsheets.

• Good written and verbal communication skills.

• Experience in a fast-paced company, startup, agency, or corporate environment is preferred.

Must-Have Mindset

• Takes complete ownership of the office.

• Proactive rather than reactive.

• Highly organised and detail-oriented.

• Strong follow-through and accountability.

• Comfortable managing multiple tasks and priorities simultaneously.

• Good at coordinating with people across different levels.

• Practical and solution-oriented.

• Diligent with documentation, expenses, and records.

• Notices small issues before they become bigger problems.

• Does not wait to be reminded — identifies, acts, follows up, and closes.

• Understands that effective office management is about creating a workplace that runs smoothly every day.

What Success Looks Like

• The office is well-managed, organised, and fully functional every day.

• Supplies, maintenance, facilities, and employee requirements are handled proactively.

• Vendors deliver on time and pending issues are followed through to closure.

• Procurement and office expenses are properly controlled and documented.

• There are minimal last-minute operational issues or shortages.

• Administrative records, inventory, bills, and vendor documentation are up to date.

• Employees and management can rely on the Admin Executive to resolve day-to-day office requirements independently.

• Office operations become increasingly systematic, efficient, and well-organised.