Administration Officer

This role is responsible for ensuring smooth and efficient day-to-day administrative operations, facility management, technical maintenance, workplace services, regulatory compliance, and employee support. The position focuses on maintaining a safe, functional, and well-managed working environment that supports organizational productivity and employee well-being.

Key Responsibilities

Facility Management & Technical Operations: Oversee daily facility operations including building maintenance and management of Mechanical, Electrical, and Plumbing (MEP) systems such as HVAC, electrical, plumbing, and generators. Coordinate preventive and corrective maintenance activities to ensure uninterrupted operations. Monitor utilities and energy consumption while addressing maintenance needs promptly.

Civil Work & Minor Project Management: Manage civil works, office alterations, renovations, repairs, and minor projects. This includes obtaining quotations, supervising execution, verifying work quality, and ensuring timely completion within approved budgets. Collaborate closely with contractors, consultants, and other stakeholders to meet project objectives.

Housekeeping & Workplace Management: Supervise housekeeping and janitorial services, ensuring cleanliness of washrooms, waste disposal, and overall workplace upkeep. Maintain meeting rooms, common areas, and office facilities in a presentable and operational condition. Monitor service standards and address any workplace-related concerns promptly.

HSSE & Regulatory Compliance: Work in coordination with the Health, Safety, Security, and Environment (HSSE) function to implement relevant policies and procedures. Liaise with government bodies, utility providers, regulatory authorities, and external agencies on administrative and facility-related matters. Support inspections, compliance documentation, emergency preparedness, and corrective actions as required.

Director & Management Support: Provide administrative and logistical assistance to the Director and management team. Facilitate meeting coordination, office arrangements, travel bookings, accommodation, and other management-related requirements.

Vendor & Contract Management: Manage relationships with vendors and service providers for maintenance, housekeeping, repairs, and other administrative services. Obtain and evaluate quotations, monitor service delivery, maintain contracts, and ensure timely renewals. Verify invoices against approved quotations, purchase orders, contracts, and actual services rendered.

General Administration & Reporting: Maintain comprehensive administrative records including asset registers, maintenance logs, and service documentation. Monitor administrative expenses to ensure compliance with company policies and approval procedures. Prepare periodic reports covering maintenance activities, projects, utilities, vendor performance, and outstanding issues. Perform additional administrative duties as assigned by the reporting manager.

HR Coordination & Employee Lifecycle Support: Collaborate with HR on employee onboarding and offboarding processes, seating arrangements, access card issuance, and recovery of company assets. Facilitate employee-related administrative requirements and maintain accurate records.

Required Qualifications

- Strong coordination, communication, and organizational skills.
- Practical knowledge of MEP systems, building maintenance, and civil works.
- Experience in vendor negotiation, cost control, and project coordination.
- Ability to manage multiple priorities and resolve operational issues efficiently.
- Proficiency in MS Office applications, reporting, and record management.
- Demonstrated ownership, attention to detail, and a service-oriented mindset.

Preferred Qualifications and Benefits

While specific preferred qualifications and benefits are not detailed, candidates with prior experience in facility management within a corporate environment and familiarity with HSSE compliance will be well-positioned for success in this role. The position offers an opportunity to contribute to a well-organized and safe workplace, supporting both operational excellence and employee satisfaction.