Administrative Executive

Job title : Administrative Executive

Responsibilities
Administration:

• Overseeing general office/site infrastructure management viz: furniture and fittings, including coordination and maintenance of workplace and ensure that all office equipment are in good working condition.
• Monitor and maintain inventory of office equipment, supplies, and furniture, and coordinate repairs and maintenance as needed.
• Assist with budget preparation and monitoring, including tracking expenses, forecasting needs, and preparing reports.
• Supervise the management of inventory of stationeries as well as timely reorder.
• Always maintain a high level of professionalism and service.
• Assist with other related duties as may be assigned by the Plant Head or Admin Manager.
• Assist Expatriates with visa applications and other local registrations and enrolments as may be required per time.

Fleet & Logistics:

• Provide logistic support to all the functional units on the Site including but not limited to: Pool Car Services, Airport Pick-up, Courier & Delivery Services, Flight Scheduling etc.
• Ensure that all vehicles are properly licensed and insured, and that all necessary documentation is up to date.
• Interface with service providers viz: Hotels, Restaurants, Mechanics, Artisans etc, as the case may be.
• Oversee the scheduling and coordination of company vehicle maintenance and repairs, ensuring that vehicles are maintained in good condition and that repairs are completed promptly.
• Interface with Logistics service provider in liaison with Plant Manager and Admin Manager.
• Develop and maintain a system for tracking and reporting vehicle usage and expenses with a view to mitigating fleet maintenance costs.
• Maintain accurate records of vehicle maintenance, repairs, and expenses, ensuring that records are up-to-date and accurate.
• Manage the company's drivers, including training and supervising drivers, and ensuring that they comply with safety policies and procedures.

Environment:

• Supervise the Admin Assistant and ensure that the company infrastructure and environment are clean and functionality of all facilities including cloakrooms, dumpsites, drainages, raw materials, and silo bag work areas, etc.
• Monitor cleaning contractors, janitors, and gardeners to ensure efficient sanitation of work areas and factory site.
• Review inventory sanitary and cleaning supplies and ensure timely reorder.
• Perform other related duties as may be required from time to time.
• Supervise the Admin Assistant and ensure that Guests’ houses are kept clean and in order at all times.

Essential Function:

• General Office Administration
• Equipment Maintenance
• Inventory Management
• Fleet and Logistics Management
• Environment Management.