Admin Specialist

Fixed Asset Management:

• Maintain an accurate and updated fixed asset master list for all offices.
• Record all asset purchases, assignments, transfers, returns, repairs, and disposals.
• Ensure all company assets are properly tagged and supported by complete documentation.
• Conduct regular physical inventory counts and asset verification.
• Coordinate with employees and departments regarding asset issuance, accountability, transfer, and return.
• Investigate and report missing, damaged, or unrecorded assets.
• Coordinate with Finance, Audit, IT, and other departments for asset reconciliation and reporting.
• Support the proper disposal, sale, or transfer of obsolete and unusable assets in accordance with company policies.

Workstation Management:

• Maintain an accurate and updated workstation master list and seating plan for all offices.
• Coordinate workstation assignments for new hires, employee transfers, department movements, and office relocations.
• Ensure all assigned workstations are complete, functional, clean, and ready for use.
• Coordinate with IT, Engineering, Security, and Housekeeping for workstation setup and preparation.
• Monitor the availability and condition of desks, chairs, pedestals, partitions, electrical outlets, and other workstation requirements.
• Arrange workstation repairs, replacements, dismantling, relocation, and reconfiguration.
• Update floor plans and seating layouts after every workstation movement or organizational change.
• Ensure vacated workstations are properly cleared, inspected, and prepared for reassignment.

Maintenance Management:

• Receive, record, track, and monitor office maintenance requests.
• Coordinate with Engineering, Building Administration, and external contractors for repair and maintenance activities.
• Monitor concerns related to air-conditioning, lighting, electrical systems, plumbing, doors, walls, furniture, and office equipment.
• Conduct regular office inspections and prepare reports on maintenance findings and required corrective actions.
• Monitor the status, target completion date, and actual completion of maintenance requests.
• Follow up on delayed, recurring, or unresolved maintenance concerns.
• Maintain preventive maintenance schedules, service records, and supporting documents.
• Inspect and verify completed work before closing maintenance requests.
• Prepare maintenance reports, cost summaries, quotations, and payment supporting documents.

Housekeeping Management:

• Supervise and monitor the daily performance of housekeeping personnel.
• Prepare and implement cleaning schedules, manpower assignments, and area responsibilities.
• Conduct regular inspections of workstations, meeting rooms, pantries, restrooms, reception areas, and common areas.
• Ensure all office areas are clean, organized, sanitized, safe, and properly maintained.
• Monitor housekeeping attendance, grooming, uniforms, performance, and compliance with company rules.
• Coordinate deep cleaning, carpet cleaning, curtain cleaning, pest control, and other special cleaning services.
• Monitor the inventory, issuance, and consumption of cleaning materials, tissue, soap, trash bags, and other supplies.
• Handle housekeeping complaints and ensure timely corrective actions.
• Coordinate with manpower agencies regarding attendance, replacements, performance issues, and disciplinary concerns.
• Prepare housekeeping inspection reports, attendance records, service evaluations, and monthly performance summaries.

Key Results Areas (KRAs):

• Maintain an accurate, complete, and updated fixed asset master list, with proper documentation for all asset purchases, assignments, transfers, returns, repairs, and disposals.
• Ensure all company assets are properly tagged, physically verified, accounted for, and reconciled with Finance and Audit records.
• Maintain accurate workstation records and seating plans, and ensure workstations are properly assigned, functional, complete, and ready for employee use.
• Coordinate workstation movements, office transfers, and seating arrangements efficiently, with minimal disruption to business operations.
• Ensure all maintenance requests are properly recorded, monitored, followed up, and completed within the agreed timeline.
• Maintain safe, functional, and well-maintained office facilities through regular inspections, preventive maintenance, and timely coordination with Engineering and service providers.
• Ensure housekeeping services consistently meet company standards for cleanliness, sanitation, safety, and workplace presentation.
• Monitor housekeeping manpower, attendance, area assignments, cleaning schedules, supplies, and service performance effectively.
• Ensure all administrative records, including asset documents, workstation lists, maintenance reports, housekeeping records, quotations, and payment documents, are complete, organized, and audit-ready.
• Support cost control by monitoring asset usage, repair costs, maintenance expenses, housekeeping supplies, and service provider performance.
• Identify gaps, recurring concerns, and inefficiencies in asset, workstation, maintenance, and housekeeping processes, and recommend or implement corrective actions.
• Demonstrate accountability, accuracy, responsiveness, and attention to detail in all assigned administrative responsibilities.
• Support business continuity by handling urgent, critical, and ad hoc administrative tasks beyond the standard scope when required.

Qualifications

• Bachelor’s degree in Business Administration, Management, or a related field.
• At least 1–3 years of experience in administrative or facilities management roles.
• Experience in housekeeping supervision, asset management, or vendor billing is preferred.