Administration Officer

Job Purpose To ensure efficient day-to-day administrative operations, facility management, technical maintenance, workplace services, regulatory compliance, and employee support while maintaining a safe, functional and well-managed working environment.

Key Responsibilities

Facility Management & Technical Operations
Manage day-to-day facilities, including building maintenance, MEP (Mechanical, Electrical and Plumbing) HVAC, electrical systems, plumbing, generators, and other technical installations.
Coordinate preventive and corrective maintenance to ensure uninterrupted operations.
Monitor utilities, energy consumption, and maintenance requirements.
Civil work & Minor Project Management
Coordinate civil works, office alterations, renovations, repairs and minor projects.
Obtain quotations, monitor execution, verify work quality, and ensure timely completion within approved budgets.
Coordinate with contractors, consultants, and relevant stakeholders.
Housekeeping & Workplace Management
Supervise housekeeping, janitorial services, cleanliness, washrooms, waste disposal, and workplace upkeep.
Ensure meeting rooms, common areas, and office facilities remain presentable and operations.
Monitor service standards and address workplace-related issues promptly.

HSSE & Regulator Compliance
Coordinate with the HSSE function to implement health, safety, security, and environmental requirements.
Liaise with government departments, utility providers, regulatory authorities, and external agencies on administrative and facility-related matters.
Support inspections, compliance documentation, emergency preparedness, and corrective actions.

Director & Management Support
Provide administrative and logistical support to the Director and management as required.
Coordinate meetings, office arrangements, travel, accommodation, and other management-related requirements.
Vendor & Contract Management
Coordinate with vendors and service providers for maintenance, housekeeping, repairs, and other administrative services.
Obtain and evaluate quotations, monitor service delivery, maintain contracts, and follow up on renewals.
Verify invoices against approved quotations, purchase orders, contracts, and actual services delivered.

General Administration & Reporting
Maintain administrative records, asset registers, maintenance logs, and service documentation.
Monitor administrative expenses and ensure compliance with company policies and approval procedures.
Prepare periodic reports on maintenance, projects, utilities, vendor performance, and outstanding issues.
Perform other administrative duties as assigned by the reporting manager.
HR Coordination & Employee Lifecycle Support
Coordinate with HR on employee onboarding, offboarding, seating arrangements, access cards, and issuance/recovery of company assets.
Facilitate employee-related administrative requirements and maintain relevant records.

Key Competencies: