Executive Administration

Role overview

The Manager for Administration will be accountable for running the office environment in a way that is safe, efficient, compliant, and supportive for employees. This position spans office administration, facilities oversight, vendor supervision, workplace services, security, maintenance, compliance, and day-to-day employee support.

Workplace and facilities management

• Handle the daily upkeep and administration of office spaces, including desks, private cabins, meeting rooms, and shared areas.
• Make sure office space is used effectively and is ready for day-to-day operations.

Employee support and workplace experience

• Coordinate workspace setup for new joiners and clearance activities for exiting employees.
• Work with HR to improve the employee experience and support engagement-related initiatives.

Events and engagement

• Organize and deliver town halls, leadership sessions, employee engagement activities, and corporate events.

Vendor and contract staff management

• Oversee outsourced personnel and facility vendors, with a focus on service quality, productivity, and SLA adherence.
• Manage housekeeping, pantry, security, pest control, and other soft service functions.

Cafeteria operations

• Supervise canteen activities, hygiene standards, vendor performance, and employee feedback processes.

Compliance and regulatory management

• Ensure the organization stays aligned with statutory, administrative, and internal compliance requirements.
• Liaise with local authorities and regulators for approvals, inspections, and audits.

Budgeting, billing, and MIS

• Track vendor invoices, monitor budgets, verify bills, and control administrative costs.
• Build MIS reports, dashboards, and management review materials.

Safety, security, and maintenance

• Manage fire safety systems, emergency readiness, mock drills, and compliance obligations.
• Handle physical security, access management, CCTV oversight, and visitor entry controls.
• Review preventive maintenance plans and ensure facility issues are resolved promptly.

Inventory and asset management

• Maintain records of office assets, consumables, and stock.
• Carry out regular audits and help ensure supplies remain at healthy levels.

Qualifications and experience

A graduate or postgraduate background in Administration, Facilities Management, Hospitality, Operations, Business Administration, or a related discipline is preferred. The role calls for 2 to 4 years of experience in administration, facilities management, workplace operations, corporate services, or office management. Strong hands-on exposure to facility operations, vendor management, office administration, and employee support is important. Prior work involving security, maintenance, compliance, and contract staff supervision is an added advantage. Experience managing corporate office settings and multiple vendors will be beneficial.