Admin Executive

Job purpose

The Admin & Operation Executive is responsible for supporting daily administrative and operational activities to ensure smooth and efficient functioning of the organization. The role focuses on procurement, payment processing, vendor coordination, and general office operations, with a preference for candidates who have experience working in an educational environment.

Duties And Responsibilities

1/ Procurement & Vendor Management

• Manage end-to-end procurement processes, including sourcing, quotation comparison, and vendor selection
• Maintain and update approved vendor lists
• Coordinate with internal stakeholders to understand purchasing needs and timelines
• Ensure cost efficiency and compliance with company policies

2/ Payment & Financial Coordination

• Handle payment requests, verification, and documentation
• Coordinate with Finance for timely processing of invoices and payments
• Track expenses and maintain accurate records for audit and reporting purposes

3/ Administrative Operations

• Oversee daily office operations to ensure smooth workflow
• Manage office supplies, assets, and inventory
• Support logistics, event coordination, and internal activities
• Maintain documentation and filing systems (physical and digital)

4/ Transportation & Shuttle Operations

• Manage and coordinate daily transportation operations, including route planning, student/staff allocation, and liaising with vendors/drivers to ensure service quality
• Monitor safety, attendance, and incident handling; ensure vehicles meet legal requirements and are properly maintained and serviced

5/ Compliance & Process Improvement

• Ensure all administrative and operational processes comply with company policies
• Identify areas for improvement and propose efficient solutions

Education & Experiences

• Bachelor’s degree in Business Administration, Operations, or related fields
• Minimum 1-3 years of experience in administration and operations
• Proven experience in procurement and payment processes
• Prior experience in an educational environment is highly preferred

Skills

• Strong organizational and multitasking skills
• Attention to detail and accuracy in documentation
• Good communication and coordination skills
• Ability to work independently and handle multiple priorities
• Proficiency in Microsoft Office (Outlook, Teams, Excel, Word, PowerPoint)
• High level of integrity and responsibility
• Problem-solving mindset and proactive attitude

*Please note that only candidates selected for further consideration will be contacted