Core Administration Responsibilities:

• Office Operations: Lead the administration team in managing day-to-day office operations, ensuring that all administrative tasks are completed efficiently and in alignment with company policies. Oversee administrative support to senior management and other departments, including scheduling meetings, coordinating events, and handling correspondence. 
• Customer Service and Support: Oversee backup support to reception and other customer-facing roles, ensuring that work is not hampered. 
• Communication and Information Flow: Oversee incoming communications, including calls, emails, and visitor management, ensuring that information is distributed efficiently and accurately across the organization.  
• Equipment and Facility Oversight: Supervise and ensure the maintenance of office facilities, including infrastructure, office equipment and coordinate repairs and troubleshooting. Ensure that all required upkeeping like blue book renewal, annual tax payment, insurance, and pollution tests for vehicles, is conducted timely. 
• Utilities and Facilities Management: Oversee the functioning of essential office utilities, such as phone lines, internet, electricity, and water. Coordinate with service providers to resolve any issues promptly. Assist in managing facility-related activities, including maintenance, repairs, and improvements to ensure a safe and functional workplace. 
• Office Environment and General Oversight: Oversee the organization and cleanliness of office common areas. Manage general office duties and errands to ensure smooth daily operations. Manage the schedule for deliveries and office-related errands. 
• General Asset Procurement: Oversee the entire process of acquiring new company assets, from initial needs assessment and vendor research to contract negotiation and final purchase. Ensure that all procurement activities are cost-effective, transparent, and comply with company policies and budgetary guidelines. 
• Inventory and Office Supply Management: Supervise the management of office supplies, including inventory levels and order placements. Ensure that the office remains well-stocked and operational needs are met. 
• Asset Management and Issuance: Ensure the management of company assets, including tracking, issuance, and maintenance of equipment such as office vehicles, computers, laptops, printers, and other office devices. Ensure that assets are properly recorded, maintained, and utilized efficiently. Manage the issuance and return of assets from employees, ensuring proper documentation and the condition of assets. Ensure full life cycle of assets including disposal. 
• Event Management: Lead the planning, coordination, and execution of company events, including but not limited to trade shows, conferences, and launches. This includes managing designs, coordinating with vendors, and ensuring all events are executed smoothly and within budget. 
• Vendor and Supplier Coordination: Research and manage relationships with vendors and service providers, including negotiating contracts, ensuring high-quality service and cost-effective procurement. 
• Financial Oversight: Assist in monitoring, regulating and recording administrative expenditures, including payment clearance, bookkeeping and petty cash management. Ensure that all financial records are accurate and up to date, with timely reporting. 
• Insurance and Compliance Support: Assist in updating insurance policies and coordinate with the Accounts & Finance department for renewals. Ensure compliance with relevant regulations in all administrative activities. 
• Stationery and Cleaning/ Refreshment: Maintaining supplies by checking stock to determine inventory levels, anticipating requirements, verifying receipt, and stocking items. 
• Filing and Documentation: Managing and maintaining all department-required databases and filing. 
• Reporting and Presentation Development: Produce detailed reports, presentations, and briefs for senior management. Ensure that all materials are professionally prepared and support decision-making processes.  

This position will sometimes require you to undertake other similar duties as reasonably required by your supervisor.