The Big Picture
The Admin Executive will play a vital role in providing administrative support to ensure the smooth operation of daily business activities. This entry-level position involves a range of tasks related to Facilities Management, Procurement & Vendor Management, documentation, and coordination.
What you can expect as a Admin Executive at Illumine-i:
1. First Impression:
Appearance and Personal Presentation:
- You shall dress appropriately and maintain personal hygiene.
- You shall display positive body language and non-verbal cues.
- You'll use a friendly and welcoming tone in communication.
Communication Skills:
- You'll articulate thoughts and ideas effectively.
- You'll practice active listening to understand others.
Punctuality:
- You'll arrive on time for meetings or appointments.
2. Facility Management:
Facility Planning and Strategy:
- You'll develop long-term facility plans aligned with organizational goals.
- You'll assess current and future space requirements.
- You'll provide input into strategic decisions related to facilities.
Space Management:
- You'll optimize space usage for productivity and efficiency.
- You'll plan and coordinate office layouts, relocations, and expansions.
- You'll monitor and manage occupancy levels.
Maintenance and Operations:
- You'll oversee routine maintenance of facilities and systems.
- You'll schedule and coordinate repairs and upgrades.
- You'll implement preventive maintenance programs.
Environmental Sustainability:
- You'll develop and implement sustainability initiatives.
- You'll manage waste reduction and recycling programs.
- You'll implement energy-efficient practices.
3. Procurement & Vendor Management:
Sourcing Suppliers:
- You'll identify and evaluate potential suppliers.
- You'll conduct market research and maintain vendor relationships.
Supplier Negotiation:
- You'll negotiate terms and conditions for advantageous agreements.
- You'll obtain competitive bids and analyze proposals.
Contract Management:
- You'll draft, review, and manage contracts ensuring compliance.
- You'll monitor contract performance and address issues.
Cost Management:
- You'll analyze costs and recommend cost-saving strategies.
- You'll develop and implement cost reduction strategies.
Risk Management:
- You'll identify and mitigate potential risks in the supply chain.
- You'll monitor and manage risks associated with suppliers.
Compliance:
- You'll ensure procurement activities comply with laws and regulations.
- You'll stay informed about changes in legislation affecting procurement.
Quality Assurance:
- You'll collaborate to establish quality standards for products and services.
- You'll monitor and evaluate supplier performance in terms of quality.
Order Processing:
- You'll process purchase orders and ensure timely delivery.
- You'll track and manage inventory levels to avoid shortages or overstock.
Documentation:
- You'll maintain accurate records of procurement activities.
- You'll prepare reports on procurement metrics and performance.
Collaboration:
- You'll work closely with other departments for smooth coordination.
- You'll collaborate with internal stakeholders to understand their needs.
Essential Qualifications include:
- Bachelor's or associate degree with 0-2 years of relevant experience
- Proficient in Microsoft Office Suite (Word, Excel, Outlook).
- Strong organizational and multitasking skills.
- Excellent verbal and written communication skills.
- Ability to work independently and collaboratively in a team.
- Basic knowledge of office equipment and procedures.
Great to have:
- Creative and being able to work with cross-functional teams