Administration Specialist

Job Overview

We are looking for an organized and proactive Administration Specialist to support the smooth and efficient operation of our office and administrative services. The role will be responsible for coordinating day-to-day administrative activities, managing vendors and facility services, overseeing office supplies and transportation, and supporting travel and meeting arrangements.

Key Responsibilities

• Manage day-to-day office administrative operations and ensure a well-organized and efficient work environment.

• Coordinate with vendors and service providers to ensure timely delivery of facility and administrative services.

• Monitor office supplies, equipment, and inventory, ensuring availability and proper stock levels.

• Arrange and coordinate business travel arrangements, including flight tickets, accommodation, and transportation.

• Coordinate and manage meeting logistics and other administrative arrangements.

• Manage employee transportation services, including coordinating routes, schedules, and service providers.

• Monitor transportation operations and address any issues or changes related to routes and schedules.

• Manage company mobile lines and SIM cards, including distribution, tracking, replacements, and coordination with telecom providers.

• Maintain accurate records of administrative assets, services, vendors, travel arrangements, and employee-related requests.

• Support the coordination of internal meetings, events, and office activities.

• Follow up on administrative requests and ensure they are completed within the required timelines.

• Coordinate with internal teams and external service providers to resolve administrative and operational issues.

• Prepare and maintain administrative reports and documentation as needed.

Requirements

• Bachelor’s degree in Business Administration, Management, or a related field.

• 2–4 years of experience in administration, office management, facilities, or a similar role.

• Strong organizational and time-management skills.

• Good communication and coordination skills.

• Ability to manage multiple tasks and priorities effectively.

• Strong follow-up and problem-solving skills.

• Good knowledge of Microsoft Office, particularly Excel and Word.

• Ability to coordinate effectively with vendors, service providers, and internal stakeholders.

• Attention to detail and ability to maintain accurate records.

• Previous experience managing transportation, travel arrangements, flight bookings, office supplies, or telecom/mobile lines is a plus.

Key Competencies

• Organization & Planning

• Vendor Management

• Communication & Coordination

• Problem Solving

• Attention to Detail

• Follow-up & Execution

• Time Management

• Service Orientation