Executive Administrative Coordinator

Executive Administration The Executive Administrative Coordinator is responsible for independently performing day-to-day administrative and facility management activities in alignment with organizational policies and procedures. Administrative Tasks Facility Management Managing security requirements Housekeeping coordination Material movement Front office management Inventory management Compliance management Landscaping oversight General facility operations Cafeteria Management Ensure smooth and efficient cafeteria operations through daily monitoring and compliance checks. Ensure all required permits and approvals are maintained for uninterrupted operations. Client Visit Management Receiving clients and visitors. Ensuring conference rooms and meeting spaces are prepared and operational. Providing hospitality support in coordination with office leadership and business stakeholders. Security Monitoring security and access control systems. Reviewing CCTV coverage and footage when required. Managing electronic access permissions, including assignment and revocation. Reconciling security data and generating reports. Ensuring compliance with information security and physical security policies. Procurement and Inventory Management Procure office and breakroom supplies in a timely manner. Ensure regular replenishment of consumables such as coffee, tea, and office supplies. Purchasing Functions Procure required items in accordance with company purchasing policies. Support vendor management, negotiations, purchase requisitions, invoice processing, and payment coordination. Audits and Compliance Maintain audit readiness through adherence to company policies and procedures. Participate in audit preparation and support internal and external audits. Ensure compliance with applicable statutory requirements, regulations, and building codes. Support adherence to Work Environment Guidelines (WEG) and Health, Safety, and Environment (HSE) requirements. Maintain HSE records and documentation. Conduct fire safety and health & safety briefings and drills on a regular basis. Documentation, Reporting, and Records Review and submit reports including daily reports, monthly administrative reports, preventive maintenance reports, seat occupancy reports, CCTV drills, and other operational reports. Ensure accuracy and timely submission of reports to leadership and stakeholders. Maintain and review important facility and operational documentation in a timely manner. Additional Responsibilities Welcome clients and guests at the front desk. Coordinate travel, transportation, accommodations, and event arrangements for visitors as required. Receive and dispatch FedEx, UPS, DHL, and other courier packages. Manage mail collection and distribution. Maintain conference room scheduling and readiness. Order and manage office, pantry, and copier supplies. Coordinate with building management regarding maintenance and facility-related issues. Maintain seat occupancy records and reporting. Create shipping labels and coordinate shipment requests. Organize internal and external events as requested by leadership while adhering to company policies. Support billing activities and other administrative responsibilities assigned by management. Be present onsite during working hours to ensure effective administration of the facility. Perform additional administrative duties as directed by leadership. Required Knowledge Basic knowledge of Health, Safety, and Environment (HSE) guidelines. Basic knowledge of landscaping management, HVAC systems, fire alarm systems, access control systems, and CCTV systems. Qualifications Associate degree required. 47 years of administrative experience in a medium-sized facility (100+ employees preferred). Excellent verbal and written English communication skills. Strong computer proficiency, including Microsoft Word, Excel, PowerPoint, and Outlook. Knowledge of office management and basic purchasing/procurement processes. Strong interpersonal skills with the ability to work effectively in a multicultural environment. Excellent organizational, planning, analytical, and problem-solving skills. Ability to make sound decisions and prioritize tasks effectively. Desired Attributes Proactive and self-motivated. Flexible and adaptable. Professional and dependable. Strong multitasking abilities. Available by phone for urgent facility-related matters. Willing to work outside regular business hours when required.