Administration Officer

The Administration Officer plays a crucial role in ensuring the smooth and efficient functioning of daily administrative operations. This includes managing facility maintenance, technical systems, workplace services, regulatory compliance, and employee support. The role is focused on maintaining a safe, functional, and well-organized working environment that supports overall business objectives.

Key Responsibilities

Facility Management & Technical Operations: Oversee daily facility management tasks such as building maintenance, Mechanical, Electrical, and Plumbing (MEP) systems, HVAC, electrical systems, plumbing, generators, and other technical installations. Coordinate preventive and corrective maintenance activities to guarantee uninterrupted operations. Monitor utilities and energy consumption to optimize efficiency.

Civil Work & Minor Project Management: Manage civil works including office alterations, renovations, repairs, and minor projects. Obtain quotations, supervise project execution, verify the quality of work, and ensure timely completion within approved budgets. Liaise with contractors, consultants, and other stakeholders to facilitate smooth project delivery.

Housekeeping & Workplace Management: Supervise housekeeping and janitorial services to maintain cleanliness in washrooms, waste disposal, and overall workplace upkeep. Ensure meeting rooms, common areas, and office facilities are well-maintained and operational. Monitor service standards and promptly address any workplace-related issues.

HSSE & Regulatory Compliance: Collaborate with the Health, Safety, Security, and Environment (HSSE) team to implement relevant policies and procedures. Coordinate with government departments, utility providers, regulatory authorities, and external agencies on administrative and facility-related matters. Support inspections, maintain compliance documentation, and assist in emergency preparedness and corrective actions.

Director & Management Support: Provide comprehensive administrative and logistical support to the Director and management team. Organize meetings, office arrangements, travel, accommodation, and other management-related requirements to ensure seamless operations.

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 follow up on renewals. Verify invoices against approved quotations, purchase orders, contracts, and actual services rendered.

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

HR Coordination & Employee Lifecycle Support: Work closely with HR to coordinate employee onboarding and offboarding processes, seating arrangements, access card issuance, and recovery of company assets. Facilitate employee-related administrative requirements and maintain relevant 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 effectively.
- Proficiency in MS Office applications, reporting, and record management.
- Demonstrated ownership, attention to detail, and a service-oriented approach.

Preferred Qualifications and Benefits

While specific preferred qualifications and benefits are not explicitly stated, candidates with prior experience in facility management and administrative roles within similar industries will be well-positioned for success in this role. The position offers an opportunity to contribute significantly to the operational excellence of the organization by ensuring a safe and well-maintained workplace environment.