Admin Executive

Provide ongoing administrative and operational support to the leadership and operational teams to ensure smooth day-to-day functions and the achievement of organizational goals and KPIs through effective coordination, reporting, documentation, and service support.

Task 1: Back Office Administration

1. Establish and manage routine processes for invoices and purchase orders, including obtaining approvals and signatures for services, jobs, and tasks provided by third-party vendors.
2. Coordinate with internal stakeholders (e.g. projects, visual, training, merchandising, and operations teams) to support services and works, ensuring plans are executed effectively.
3. Manage post-service and post-work activities, including payment processing, follow-ups, and service scheduling.
4. Ensure adequate supply of office essentials, stationery, and operational items by monitoring usage, placing orders, and forecasting long-term requirements.
5. Maintain proper filing, tracking, and documentation of operational records, invoices, service logs, rosters, and performance reports.
6. Handle incoming calls, external communications, feedback, and cross-department coordination, ensuring timely follow-up with relevant stakeholders.

Task 2: Operations & Team Support

1. Compile monthly operational reports and verify remuneration and entitlement data, coordinating with the P&O / HR team where required.
2. Consolidate monthly documentation and submission reports, ensuring accurate record-keeping and proper storage.
3. Collect team rosters prior to month-end and submit for review and approval.
4. Manage requests for supplies and essential items, ensuring cost efficiency and proper controls.
5. Arrange services and consumable items upon management approval.
6. Coordinate with cross-functional teams to support equipment and service requirements.
7. Handle delivery and distribution of documents and essential items to internal teams, landlords, and vendors.
8. Perform other duties as required or assigned.

Task 3: Management & Cross-Functional Support

1. Arrange meetings and appointments as requested by management and assist with meeting minutes when required.
2. Support management in vendor and service provider engagements, including price comparisons and related administrative tasks within stipulated timelines.
3. Compile daily, weekly, monthly, or annual reports from internal systems, service provider portals, and external platforms as requested.
4. Support workplace safety and health standards by maintaining a safe working environment, monitoring SOP compliance, and addressing issues when necessary.