Admin Executive Vendor Management & Administration

Admin Executive Vendor Management & Administration Job Description The Admin Executive oversees day-to-day office operations, facility management, vendor coordination, procurement of supplies, and administrative support services across organizational departments. Operating as the operational backbone of workplace management, this role ensures smooth office administration, maintains health and safety compliance, manages asset inventories, coordinates employee travel and logistics, and tracks operational expenses to maintain cost efficiency and workplace reliability. Key Duties Facilities Management and Workplace Operations: Oversee the daily maintenance, cleanliness, security, food/storage, physical infrastructure, and utility management of the office to ensure a safe, functional, and productive work environment. Vendor Management and Service Contracts: Coordination with external vendors, contractors, property managers, and service providers (AMC, housekeeping, IT equipment repair, food service). Negotiate service contracts, monitor service level agreements, and process vendor invoices. Purchasing and Asset Inventory Management: Inventory management of office supplies, office equipment, pantry and supplies. Issue purchase orders, manage fixed asset registers, and conduct periodic physical inventory reviews. Travel, Transportation, and Event Logistics: Manage employee travel logistics (flight/train reservations, hotel accommodations, ground transportation, visa processing) and coordinate logistics for company meetings, general meetings, and corporate events. Administrative Analysis and Expense Tracking: Maintain live expense tracking sheets for utility expenses, vendor billing, petty cash reconciliation, facility maintenance logs, travel expenses, and administrative budget variances. We invite you to apply and explore this exciting opportunity! Warm Regards, HR - Maria