Administrative and Facilities Coordination Executive

Admin payable executive

Responsibilities

Daily Administrative Support:

• Support in the administrative operations by managing routine administrative tasks such as coordinating meetings, managing schedules, and handling correspondence.

Vendor Coordination:

• Liaise with vendors for routine service deliveries and ensure the timely completion of services while reporting any discrepancies to the Site Admin Lead or Head.

Documentation and Record-Keeping:

• Maintain accurate records of operational activities, including service contracts, invoices, and compliance documents, ensuring all records are organized and accessible.

Facilities Assistance:

• Support the maintenance and upkeep of site facilities, assisting with minor facility-related tasks and reporting larger issues to the Site Admin Lead or Head for resolution.

Budget Tracking:

• Assist in monitoring and tracking the budget at the site level by documenting expenses and ensuring that all administrative costs remain within the allocated budget.

Employee Assistance:

• Provide administrative support to employees on-site by handling queries, addressing basic concerns, and ensuring a smooth experience for employees with site-related services.

Service Delivery Monitoring:

• Assist in tracking and ensuring the timely delivery of services (e.g., cleaning, maintenance, etc.), reporting delays or issues to the Site Admin Lead or Head.

Event and Meeting Coordination:

• Coordinate on-site meetings, events, and training sessions, ensuring all logistical arrangements are in place, such as room bookings, catering, and equipment.

Operational Reporting:

• Prepare regular reports on day-to-day site operations, service delivery, and other administrative functions, and provide insights for continuous improvements.

Key Stakeholders - Internal:

• Group Admin Head
• Group Admin Governance Team
• Bu / Site CPO
• Business Head/CEO
• BU/Site Admin Heads
• Security Heads
• HSE Head
• Site CPrO

Key Stakeholders - External:

• Service Partners
• Local Government Bodies

Qualifications

Educational Qualification:

• Bachelor's degree in Business Administration, Facilities Management, or related field
• MBA or Master's in Facilities Management preferred
• Certifications in IFMA or BIFM in Facilities Management preferred

Work Experience (Range of years):

• 5+ years of experience in corporate administration or facilities management
• 3-5 years of leadership experience managing large facilities and cross-functional collaborations and budgets for large organizations