Admin Supervisor

Key Responsibilities

1. Document & Archives Management

• Establish and maintain a systematic filing system for both physical and electronic documents.
• Ensure all company documents (contracts, policies, employee records, official letters) are properly classified, indexed, stored, and archived.
• Manage document retrieval processes and ensure timely and secure access for authorized personnel.
• Oversee the lifecycle of documents, including creation, revision, approval, distribution, retention, and disposal in compliance with company policies.
• Maintain confidentiality and data protection standards at all times.

2. Office & Equipment Management

• Maintain an up‑to‑date inventory of all office equipment (computers, printers, projectors, furniture, IT peripherals, etc.).
• Coordinate with vendors/IT support for the procurement, maintenance, repair, and replacement of equipment.
• Conduct regular asset audits to track the condition and location of all company assets.
• Manage office supplies inventory, ensuring adequate stock levels while controlling costs.
• Oversee the day‑to‑day office environment, including cleanliness, safety, and facility maintenance.

3. Vehicle & Fleet Management

• Supervise the company's vehicle fleet, including maintenance, insurance, registration, and road tax renewals.
• Schedule and coordinate vehicle usage for employee transportation, executive travel, and business trips.
• Monitor fuel consumption, mileage, and service logs to ensure cost efficiency.
• Manage driver schedules and ensure compliance with traffic rules and company driving policies.
• Handle accident reports, vehicle repairs, and liaise with insurance companies when necessary.

4. General Administrative Support

• Manage office access, security systems, and visitor reception protocols.
• Coordinate internal and external meetings, events, and company activities (e.g., annual dinners, team‑building events).
• Negotiate and manage contracts with external vendors (cleaning, catering, security, courier services).
• Assist with expense reporting, petty cash management, and budget tracking for the administration department.
• Prepare regular administrative reports for management review.

5. Other Duties

• Provide backup support to other departments as needed.
• Undertake ad‑hoc projects and tasks assigned by the management.

Qualifications & Requirements

Education & Experience

• Bachelor's degree in Business Administration, Management, or a related field.
• Minimum 3–5 years of working experience in administration, office management, or a similar role.
• Experience in a multinational or fast‑paced corporate environment is a plus.

Skills & Competencies

• Language: Fluent in [English / Local Language / both] – written and spoken.
• Technical Skills: Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook). Experience with document management systems or asset tracking software is an advantage.
• Organizational Skills: Strong ability to prioritize tasks, manage time effectively, and handle multiple priorities simultaneously.
• Attention to Detail: Meticulous in record‑keeping, filing, and data entry.
• Problem‑Solving: Able to troubleshoot office/facility issues independently.
• Communication: Excellent interpersonal and communication skills to interact with all levels of staff and external partners.
• Integrity: High level of discretion and confidentiality in handling sensitive documents and information.

How to Apply:

All applications will be received and reviewed through the BrighterMonday Portal by clicking on the 'Apply Here' section