Administration Executive

Job Description

Company Introduction

Job Responsibilities and Duties

• Provide administrative and business support to the Managing Director and Deputy Head of Institution, including confidential and personal matters;
• Manage verbal and written correspondence, coordinate incoming and outgoing communication;
• Organise travel arrangements for staff and subcontractors, including letters of invitation, visa applications, and coordination with embassies;
• Prepare meeting agendas, take minutes, assign tasks, and follow up on action items;
• Oversee company-leased or owned vehicles, including administrative tasks and maintenance coordination;
• Liaise with clients, external professionals, and internal teams on behalf of directors;
• Assist with preparation of invoices, petty cash records, and reconciliation of monthly balances;
• Follow up on aged debtors and support efforts to reduce outstanding balances;
• Handle online purchases, credit card payments, and purchase order processing;
• Supervise reception tasks and provide line management for administrative staff as required;
• Prepare and submit timesheets, monthly attendance records, and overtime reports to HR;
• Coordinate onboarding processes and maintain personnel files for employees and subcontractors;
• Update leave records in the HR system (Indigo) and process related requests;
• Manage ad hoc office purchases, plan corporate/client gifting, and update supplier records per QMS procedures;
• Maintain accurate inventories of vehicles, uniforms, PPE, and equipment, including issuing and return records;
• Oversee office maintenance scheduling, stationery, and inventory management;
• Record and manage complaints, compliments, and concerns per company QMS standards;
• Assist in the preparation and revision of policies and procedures relating to ISO, GDPR, QMS, and audits;
• Conduct staff appraisals, track objectives, and document corrective and preventive actions in line with QMS;
• Support the maintenance and improvement of the online booking portal and company website;
• Assist with ESG-related meetings, initiatives, and documentation, including reporting and grant applications;
• Carry out any other administrative duties necessary for the efficient operation of the facility.

Experience

• Proven experience in administration, office management, or coordination roles;
• Familiarity with HR and basic finance functions, including invoicing and payroll support;
• Experience working with quality management systems (QMS), ISO, or ESG initiatives is an asset.

Personal Skills

• Excellent communication, coordination, and interpersonal skills;
• High attention to detail, with a strong sense of discretion and confidentiality;
• Organised and capable of managing multiple priorities independently;
• Proficient in Microsoft Office and other administrative tools.