Admin Specialist

(will be advertised in our Job Boards)

The Head Office Admin Specialist is responsible for ensuring smooth day-to-day general administrative operations in the head office. This includes managing supplies and inventory, coordinating office maintenance, supporting procurement and vendor transactions, and assisting with asset and document control. The role ensures that the head office is functional, secure, and compliant with internal standards and external regulations.

Why this role is important

The role of an Admin Specialist is important because it ensures the seamless function of administrative services that support company operations. This position plays a critical role in upholding facility readiness, procurement efficiency, and operational compliance within the organization

Reporting Line

Reports directly to the Admin Manager

II.Key Responsibilities (will be advertised in our Job Boards)

• Overall scope of work
• Manage and support general administrative operations, procurement, inventory, and facility maintenance for the head office.
• Details of work per function
• General Administration & Facilities Management:
• Manage the day-to-day administrative needs of the head office including supplies, courier services, documentation, and office upkeep.
• Monitor and coordinate maintenance and repairs of office equipment, furniture, and fixtures in coordination with vendors or building management.
• Ensure cleanliness, sanitation, and utility services are maintained regularly; coordinate with janitorial and security staff.
• Assist in tracking usage and replenishment of pantry supplies, office stationery, and other consumables
• Procurement & Asset Management:
• Assist the Admin Manager in preparing purchase requests and coordinating with suppliers for delivery schedules and documentation.
• Receive, inspect, and record delivery of goods or services for head office use.
• Maintain up-to-date records of inventory, office supplies, and equipment issuance.
• Support vendor coordination, canvassing, and price comparison for small to mid-level purchases.
• Help manage asset tagging, stockroom organization, and inventory control.
• Facility & Records Maintenance
• Maintain administrative files and records such as service agreements, permits, utility bills, and supplier contracts (soft and hard copies).
• Coordinate with building administration for access requests, parking assignments, and permits required for internal events or renovations.
• Support event logistics (e.g., town halls, board meetings, company activities) including setup, materials, and catering.
• Monitor and report any safety or facility concerns to the Admin Manager for prompt resolution.
• Financial Management (if applicable)
• Coordinate with Admin Manager & Finance for budget planning, cost monitoring, and expense forecasting.
• System Administration
• Utilize SAP or procurement systems for tracking, reporting, and documentation.
• Others
• Support fleet operations through timely availability of tools, uniforms, and depot essentials.
• Travel to regional depots as needed.
  
  

• Bachelors degree in Office Administration, Business Administration, or a related field.
  
  

• At least 23 years of experience in general office administration, procurement coordination, or facilities support.
  
  

• Reliable, resourceful, detail-oriented, and able to multitask in a fast-paced environment.
• Willing to work onsite full-time and occasionally render extended hours if needed for events or deliveries.
  
  

• Familiar with administrative and procurement procedures, supplier handling, and inventory documentation.
• Knowledge of MS Office (Excel, Word, Outlook) and Google Workspace; experience with inventory or procurement systems is a plus.
  
  

• Good organizational, coordination, and communication skills.
  
  

• Strong logistical planning skills
• Effective time and resource management