Administrative Executive

SUMMARY:

Responsible for general, statutory, and office administration, ensuring smooth and compliant day-to-day office operations. The role manages vendor sourcing and onboarding, procurement and office-related invoices, government and statutory submissions, office facilities, employee access and assets, and vendor compliance.

The role also provides administrative and operational support to management and employees, including business travel arrangements, timekeeping, and the organization of regional meetings, trainings, workshops, and immersion programs.

Overall, the position ensures that office operations, administrative processes, and support services are efficient, well-coordinated, and compliant with company policies and regulatory requirements.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

General & Statutory Administration

• Prepare and ensure timely completion and filing of documents required for government and statutory submissions.

• Sourcing of new vendors based on operational requirements and ensures compliance with Global Trade Compliance requirement. Manage the vendor onboarding process, including vendor creation, processing of Purchase Requisitions (PRs) and Purchase Orders (POs), and coordination of invoices related to office expenses.

Office Administration

• Coordinate the maintenance, repair, and servicing of office facilities and equipment.

• Manage employee access cards and company assets issued to employees. This includes accurate inventory of asset records, asset ownership and periodic physical/system verification.

• Monitor office compliance and proactively escalate facility, safety, and administrative concerns to management.

• Coordinate employee business travel requirements, including visas, flights, hotels, and other related arrangements.

• Organize and support regional meetings, trainings, workshops, and immersion programs.

• Monitor and ensure timely submission of employee time logs.

Qualifications and Experience

• Diploma in Business Administration, Office Administration, Management, or a related field.

• Minimum 2 years of relevant experience in office or administrative roles, preferably in a large or multinational organization.

• Strong office administration and coordination skills.

• Proficient in Microsoft Office applications, particularly Word, Excel, and PowerPoint.

• Experience using SAP is an advantage.

Behavioural Competencies

• Highly organized, detail-oriented, and accurate.

• Action- and results-oriented, with the ability to manage multiple priorities and stakeholders.

• Strong interpersonal and teamwork skills.

• Demonstrates confidentiality and discretion when handling sensitive information.

• Exercises good judgment and works independently with minimal supervision.

• Strong written and verbal communication skills.

• Flexible and able to multitask, prioritize, and adapt to changing deadlines.

OTHER REQUIREMENTS –

• The position involves approximately 5% of domestic travel on average. This involves traveling to local government agency, vendor, mostly land travel.

The above job description is not intended to be an all-inclusive list of duties and standards of the position. Incumbents will follow any other instructions, and perform any other related duties, as assigned by their supervisor.