Admin Executive

Provide ongoing administrative and operational support to the leadership and operational teams to ensure smooth day-to-day functions and the achievement of organizational goals and KPIs through effective coordination, reporting, documentation, and service support. Task 1: Back Office Administration• Establish and manage routine processes for invoices and purchase orders, including obtaining approvals and signatures for services, jobs, and tasks provided by third-party vendors. • Coordinate with internal stakeholders (e.g. projects, visual, training, merchandising, and operations teams) to support services and works, ensuring plans are executed effectively. • Manage post-service and post-work activities, including payment processing, follow-ups, and service scheduling. • Ensure adequate supply of office essentials, stationery, and operational items by monitoring usage, placing orders, and forecasting long-term requirements. • Maintain proper filing, tracking, and documentation of operational records, invoices, service logs, rosters, and performance reports. • Handle incoming calls, external communications, feedback, and cross-department coordination, ensuring timely follow-up with relevant stakeholders. Task 2: Operations & Team Support• Compile monthly operational reports and verify remuneration and entitlement data, coordinating with the P&O / HR team where required. • Consolidate monthly documentation and submission reports, ensuring accurate record-keeping and proper storage. • Collect team rosters prior to month-end and submit for review and approval. • Manage requests for supplies and essential items, ensuring cost efficiency and proper controls. • Arrange services and consumable items upon management approval. • Coordinate with cross-functional teams to support equipment and service requirements. • Handle delivery and distribution of documents and essential items to internal teams, landlords, and vendors. • Perform other duties as required or assigned. Task 3: Management & Cross-Functional Support• Arrange meetings and appointments as requested by management and assist with meeting minutes when required. • Support management in vendor and service provider engagements, including price comparisons and related administrative tasks within stipulated timelines. • Compile daily, weekly, monthly, or annual reports from internal systems, service provider portals, and external platforms as requested. • Support workplace safety and health standards by maintaining a safe working environment, monitoring SOP compliance, and addressing issues when necessary.