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.