Senior Administrator

The Senior Admin Officer oversees day-to-day office operations, procurement, and administrative support to ensure an efficient and well-maintained corporate workplace. The role manages budgets, supervises admin staff, and coordinates with suppliers and building management to support overall business operations.

Job Responsibilities

1. General Administration & Office Management

• Oversee day-to-day administrative operations to ensure a well-organized, efficient, and professional office environment.

• Manage office maintenance and facility requirements, including repairs, utilities, office equipment, and workspace allocation.

• Handle coordination with building administration, service providers, and contractors for facility and operational concerns.

• Ensure proper documentation and safekeeping of company records, permits, contracts, and other administrative files.

1. Procurement & Budget Management

• Oversee the entire procurement cycle from budget planning, canvassing, supplier accreditation, and price negotiation to purchase and delivery.

• Prepare and process budget requests, purchase requisitions, and purchase orders in accordance with company policies.

• Monitor and maintain sufficient stock levels of office supplies, pantry items, and equipment, ensuring timely replenishment.

• Evaluate supplier performance and maintain positive vendor relationships to ensure quality and cost-effectiveness.

• Track and monitor administrative and procurement expenses to ensure alignment with the approved budget.

1. Supervision & Staff Coordination

• Supervise and provide guidance to the Admin Assistant, Utility staff, and other administrative support personnel.

• Delegate tasks, monitor performance, and ensure timely completion of administrative requirements.

• Conduct regular coordination meetings to improve workflow, communication, and service delivery.

• Foster a professional, service-oriented culture within the Admin Team.

1. Office Logistics & Support Services

• Oversee office logistics such as deliveries, document distribution, courier services, and coordination of company vehicles (if applicable).

• Provide administrative support during corporate meetings, training sessions, and events (venue setup, materials preparation, etc.).

• Manage asset tagging, tracking, and periodic inventory reporting.

1. Health, Safety & Compliance

• Ensure compliance with office permits, safety, cleanliness, and security protocols.

• Coordinate with HR on occupational health and safety programs.

• Implement office improvement initiatives to maintain a conducive and safe work environment.

1. Reporting & Process Improvement

• Prepare and submit regular reports on administrative expenses, procurement activities, and asset inventory.

• Recommend process improvements to enhance efficiency, cost savings, and service quality.

• Support management in policy development, implementation, and continuous improvement initiatives related to office administration.

Qualifications and Requirements

Education:

• Bachelor's degree in Business Administration, or related field.

• Equivalent work experience may be considered.

Experience:

• At least 3 years of experience in administration and procurement functions.

• Background in vendor management, contract administration, and budget monitoring preferred.

Technical Skills:

• Proficient in Microsoft Office and experience with Lark is an advantage.

• Knowledge of procurement processes, purchase orders, and inventory management.

Soft Skills:

• Strong communication and negotiation skills.

• Excellent organization, time management, and attention to detail.

• Analytical and problem-solving abilities.

• Professional, reliable, and able to handle confidential information.

Working schedule: Monday-Friday