Administrative Executive | 12 months contract | Pioneer

About the Role

We are seeking an experienced and proactive Administrative Executive to oversee the day-to-day administrative operations of the organization. This role is responsible for ensuring efficient office administration, vendor management, procurement coordination, facilities support, and the delivery of quality workplace services. The successful candidate will work closely with internal stakeholders and external service providers to maintain a productive and professional work environment.

 

Key Responsibilities

Administrative & Facilities Management

• Manage office administrative services, including reception, pantry, transportation, catering, and office facilities.

• Coordinate with vendors and service providers to ensure smooth and efficient service delivery.

• Monitor service standards, resolve operational issues, and address employee feedback.

• Ensure office facilities are well-maintained, safe, and conducive for employees. 

 

Procurement Administration

• Process Purchase Requisitions (PRs) and Purchase Orders (POs) through SAP Ariba.

• Coordinate with suppliers to ensure timely delivery of goods and services.

• Maintain procurement records and support compliance with company procedures.

 

Contract Staff Administration

• Validate and reconcile monthly attendance records for contract staff.

• Liaise with contractors and stakeholders to resolve discrepancies.

• Ensure timely and accurate submission of attendance reports.

 

Reporting & Documentation

• Prepare monthly administrative reports and presentations.

• Maintain accurate records, databases, and filing systems.

• Support budgeting, expense tracking, and administrative analysis.

 

Team Support

• Supervise the Receptionist and support front-office operations.

• Provide guidance and ensure high service standards are maintained.

• Participate in process improvement initiatives and administrative projects. 

 

Requirements

• Minimum Diploma or equivalent qualification in Business Administration or a related field.

• At least 5-8 years of experience in office administration, facilities management, or a similar function.

• Experience in vendor management, procurement, and service contract administration.

• Knowledge of SAP Ariba or similar procurement systems is advantageous.

• Proficient in Microsoft Office applications (Word, Excel, PowerPoint, Outlook).

• Good communication, organizational, and problem-solving skills.

• Ability to manage multiple priorities independently in a fast-paced environment.

 

What We're Looking For

• Attention to detail and administrative excellence.

• Customer-service oriented with a proactive approach.

• Able to build positive relationships with stakeholders and vendors.

• Professional, dependable, and highly organised.

 

Additional Information: 

• Location: Pioneer
• Working Hours: Monday to Friday, 7.42am - 5.00pm
• 1 month completion bonus 
• Company transport available