Job Description

The Big Picture

The Admin Executive will play a vital role in providing administrative support to ensure the smooth operation of daily business activities. This entry-level position involves a range of tasks related to Facilities Management, Procurement & Vendor Management, documentation, and coordination.

What you can expect as a Admin Executive at Illumine-i:

1. First Impression:

Appearance and Personal Presentation:

You shall dress appropriately and maintain personal hygiene. You shall display positive body language and non-verbal cues. You'll use a friendly and welcoming tone in communication.

Communication Skills:

You'll articulate thoughts and ideas effectively. + You'll practice active listening to understand others.

Punctuality:

You'll arrive on time for meetings or appointments.

2. Facility Management:

Facility Planning and Strategy:

You'll develop long-term facility plans aligned with organizational goals. You'll assess current and future space requirements. You'll provide input into strategic decisions related to facilities.

Space Management:

You'll optimize space usage for productivity and efficiency. You'll plan and coordinate office layouts, relocations, and expansions. You'll monitor and manage occupancy levels.

Maintenance and Operations:

You'll oversee routine maintenance of facilities and systems. You'll schedule and coordinate repairs and upgrades. You'll implement preventive maintenance programs.

Environmental Sustainability:

You'll develop and implement sustainability initiatives. You'll manage waste reduction and recycling programs. You'll implement energy-efficient practices.

3. Procurement & Vendor Management:

Sourcing Suppliers:

You'll identify and evaluate potential suppliers. You'll conduct market research and maintain vendor relationships.

Supplier Negotiation:

You'll negotiate terms and conditions for advantageous agreements. You'll obtain competitive bids and analyze proposals.

Contract Management:

You'll draft, review, and manage contracts ensuring compliance. You'll monitor contract performance and address issues.

Cost Management:

You'll analyze costs and recommend cost-saving strategies. You'll develop and implement cost reduction strategies.

Risk Management:

You'll identify and mitigate potential risks in the supply chain. You'll monitor and manage risks associated with suppliers.

Compliance:

You'll ensure procurement activities comply with laws and regulations. You'll stay informed about changes in legislation affecting procurement.

Quality Assurance:

You'll collaborate to establish quality standards for products and services. You'll monitor and evaluate supplier performance in terms of quality.

Order Processing:

You'll process purchase orders and ensure timely delivery. You'll track and manage inventory levels to avoid shortages or overstock.

Documentation:

You'll maintain accurate records of procurement activities. You'll prepare reports on procurement metrics and performance.

Collaboration:

You'll work closely with other departments for smooth coordination. You'll collaborate with internal stakeholders to understand their needs.

Essential Qualifications include:

Bachelor's or associate degree with 0-2 years of relevant experience Proficient in Microsoft Office Suite (Word, Excel, Outlook). Strong organizational and multitasking skills. Excellent verbal and written communication skills. Ability to work independently and collaboratively in a team. Basic knowledge of office equipment and procedures.

Great to have:

* Creative and being able to work with cross-functional teams