Duties:

Key Responsibility Area:  

1. Facility Management  

• Oversee day-to-day facility operations to ensure a safe, clean, organized, and well-maintained workplace.  

• Coordinate maintenance, repairs, housekeeping, security, and other facility-related services.  

• Monitor office infrastructure, utilities, and equipment to ensure smooth functioning.  

• Ensure compliance with workplace safety standards and facility management policies.  

• Identify facility-related issues and coordinate with the relevant teams for timely resolution.  

2. Transport Management  

• Manage daily employee transportation arrangements, including cab scheduling, route planning, and vehicle  allocation.  

• Coordinate with transport vendors to ensure timely, safe, and efficient transportation services.  

• Monitor transport schedules, vehicle availability, and service quality.  

• Maintain transportation records, bills, and related documentation.  

• Address employee transportation concerns and ensure adherence to company transport policies.

3. Vendor Management  

• Identify, coordinate with, and manage vendors providing housekeeping, security, transportation, pantry,  maintenance, and other administrative services.  

• Ensure vendors deliver services in accordance with agreed service levels, timelines, and quality standards.  

• Coordinate vendor onboarding, documentation, quotations, and contract renewals.  

• Review vendor invoices, verify service delivery, and coordinate with Finance for timely payment processing.  

• Monitor vendor performance and maintain effective working relationships to ensure cost-effective service delivery.   

4. Event Coordination  

• Plan, organize, and coordinate internal meetings, employee engagement activities, corporate events, training  sessions, and celebrations.  

• Manage event logistics, including venue arrangements, seating, catering, transportation, equipment, and other  required resources.  

• Coordinate with internal stakeholders and external vendors to ensure smooth execution of events.  

• Track event budgets, manage expenses, and ensure adherence to timelines.  

• Gather feedback and identify opportunities to improve future events and employee experience.   

5. Audit Coordination  

• Coordinate internal and external audits related to administration, facilities, vendor management, and compliance.  

• Maintain and organize relevant records, invoices, contracts, registers, and supporting documentation required for  audits.  

• Liaise with auditors and internal stakeholders to provide the required documents and information within stipulated  timelines.  

• Monitor audit observations, coordinate corrective and preventive actions, and follow up on closure of findings.  

• Ensure administrative processes and documentation comply with company policies, statutory requirements, and  applicable standards.   

6. Day-to-Day Administrative Activities  

• Manage routine office administration activities to ensure smooth and efficient business operations.  

• Handle office supplies, stationery, pantry requirements, inventory management, and replenishment.  

• Maintain administrative records, files, reports, registers, and other official documentation.  

• Coordinate visitor management, meeting room bookings, courier services, and general office support.  

• Assist employees with day-to-day administrative requirements and resolve workplace-related concerns.  

• Support purchase requests, expense tracking, invoice processing, and budget monitoring for administrative activities.  

• Ensure adherence to company administrative policies, procedures, and operational guidelines.  

• Coordinate with HR, Finance, IT, Security, and other departments to facilitate seamless office operations.