Administrative Executive at Alpha Mead Group

Role Profile

The Administrative Executive will provide comprehensive administrative support to ensure the smooth operation of the facility management team. This role involves coordinating office operations, maintaining accurate records, supporting procurement and vendor management, and ensuring compliance with company policies. The ideal candidate is organized, detail-oriented, and able to multitask in a fast-paced environment.

Key Responsibilities:

• Coordinate daily administrative and operational activities within the facility
• Maintain accurate records of facility operations, vendor contracts, service agreements, and other documentation.
• Assist in preparing reports, memos, invoices, purchase orders, and correspondence.
• Support procurement processes by obtaining vendor quotations, raising purchase requisitions, and tracking deliveries.
• Monitor office supplies and ensure timely replenishment.
• Handle scheduling of meetings, preparing agendas, and documenting minutes.
• Serve as a point of contact for vendors, contractors, and internal teams regarding administrative matters.
• Track and follow up on service requests, work orders, and project timelines.
• Oversee all power supply-related paperwork, such as invoices and renewals
• Liaise with utility service providers to prevent interruptions and guarantee on-time payments.
• Oversee daily vehicle scheduling, tracking, and maintenance activities.
• Ensure compliance with vehicle documentation, licensing, and insurance requirements.
• Ensure compliance with company policies and regulatory requirements in administrative tasks.
• Manage administrative support staff and office service vendors (cleaning, security, etc.).
• Ensure all licenses, permits, and compliance documents are up to date.
• Maintain up-to-date administrative records and ensure data accuracy.
• Execute other tasks as directed by the Head of Admin

Qualifications

• Bachelor’s degree in Business Administration, Logistics, Management, or related field.
• Minimum of 4 years of proven experience in logistics, fleet coordination, office administration, and regulatory liaison (preferably in a facility management or similar environment).
• Strong understanding of local regulatory requirements and statutory processes.
• Proficiency in Microsoft Office Suite (Excel, Word, Outlook).
• Excellent written and verbal communication abilities.
• Experience with facility management software or ERP systems (an added advantage).
• Strong attention to detail and ability to maintain accurate records.
• Excellent organizational, communication, and interpersonal skills.
• Ability to multitask, work under pressure, and meet deadlines.
• High level of discretion and professionalism.

Key Competencies:

• Ability to work independently and within a team.
• Good understanding of administrative processes.
• Confidentiality and professionalism in handling sensitive information.