Administration Manager

Job Purpose

To provide comprehensive administrative support across facilities, travel, housekeeping, maintenance, procurement, and documentation functions. Responsible for coordinating with internal teams, vendors, and management to ensure smooth day-to-day operations and efficient service delivery across offices, project sites, and guest houses.

Key Responsibilities

1. Facility & Office Administration

Support daily functioning of office infrastructure, utilities, workstations, and common areas.

Coordinate with housekeeping, maintenance, and security teams for operational requirements.

Monitor office readiness, meeting room availability, and workplace arrangements.

Assist with seating plans and desk assignments during new joiner onboarding or relocations.

2. Vendor & Procurement Coordination

Collect quotations, prepare comparison sheets, and support PO processing.

Maintain vendor contact lists and coordinate for service delivery.

Ensure documentation accuracy for bills, invoices, and service reports.

Follow up with finance for payments and vendor queries.

3. Documentation & Reporting

Maintain trackers, checklists, approvals, and administrative records.

Prepare daily/weekly MIS reports for admin activities and vendor services.

Ensure 100% accuracy and version control across all admin-related documents.

4. Event & General Support

Assist in organising internal meetings, celebrations, and employee engagements.

Ensure office arrangements and hospitality support during events and visits.

Provide overall coordination support for special tasks assigned by Admin Head.