Senior Admin Supervisor

Job Description:

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

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

3. Manage office maintenance and facility requirements, including repairs, utilities, office equipment, and workspace allocation.
4. Handle coordination with building administration, service providers, and contractors for facility and operational concerns.

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

6. Procurement & Budget Management

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

8. Prepare and process budget requests, purchase requisitions, and purchase orders in accordance with company policies.
9. Monitor and maintain sufficient stock levels of office supplies, pantry items, and equipment, ensuring timely replenishment.
10. Evaluate supplier performance and maintain positive vendor relationships to ensure quality and cost-effectiveness.

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

12. Supervision & Staff Coordination

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

14. Delegate tasks, monitor performance, and ensure timely completion of administrative requirements.
15. Conduct regular coordination meetings to improve workflow, communication, and service delivery.

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

17. Office Logistics & Support Services

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

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

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

21. Health, Safety & Compliance

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

23. Coordinate with HR on occupational health and safety programs.

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

25. Reporting & Process Improvement

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

27. Recommend process improvements to enhance efficiency, cost savings, and service quality.
28. 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

Job Type: Full-time

Benefits:

• Additional leave
• Company Christmas gift
• Company events
• Flextime
• Health insurance
• Opportunities for promotion
• Promotion to permanent employee

Work Location: In person