Admin In-charge

✔ Age: At least 30 years

✔ Minimum 3–4 years of relevant professional experience in Administration, Office Administration, Facilities Management, or a related field.

✔ Proven experience in liaising with government authorities, regulatory agencies, and local administration is mandatory.

✔ Ability to respond to operational emergencies and urgent administrative matters outside regular office hours when required.

Technical & Administrative Knowledge

✔ Sound knowledge of Fire Safety Compliance, DIFE requirements, statutory compliance, and corporate administration practices.

✔ Good understanding of administrative operations, facilities management, regulatory documentation, and organizational procedures.

Skills & Competencies

✔ Strong team management and coordination skills, with the ability to supervise administrative staff and service providers effectively.

✔ Excellent communication, negotiation, and stakeholder management skills.

✔ High level of professional integrity, accountability, responsibility, and confidentiality.

✔ Strong organizational and problem-solving abilities with attention to detail.

✔ Ability to work effectively under pressure, manage multiple priorities, and meet deadlines.

✔ Proactive, dependable, and capable of taking ownership of administrative responsibilities and operational challenges.

Job Summary

The Admin In-Charge will be responsible for managing and ensuring smooth administrative operations across all company locations, including the Head Office and nationwide service centers. The position will report directly to the Head of HR & Admin.

The role requires a proactive and well-organized professional who can manage multiple administrative functions, maintain operational efficiency, coordinate with internal and external stakeholders, and ensure compliance with applicable statutory and regulatory requirements.

Key Responsibilities

Administrative Operations & Facilities Management

✔ Manage and oversee day-to-day administrative operations across the Head Office and all service center locations.

✔ Ensure uninterrupted availability and proper functioning of essential office services, including electricity, water, internet, generators, security, housekeeping, transportation, and general maintenance.

✔ Develop, implement, and regularly review administrative policies, procedures, and Standard Operating Procedures (SOPs).

✔ Maintain accurate and organized records, documentation, and reports related to all administrative activities.

✔ Coordinate preventive and corrective maintenance of office facilities, equipment, utilities, and infrastructure.

✔ Monitor utility consumption and identify opportunities for cost optimization and efficient resource utilization.

Government Liaison & Statutory Compliance

✔ Maintain regular communication and liaison with government agencies, regulatory authorities, and local administration regarding administrative and compliance matters.

✔ Ensure timely renewal and compliance of required Trade Licenses, Fire Licenses, Fire Safety Certifications, DIFE-related requirements and inspections, Environmental approvals, local authority approvals, and other statutory permits and registrations applicable to business operations.

✔ Coordinate and facilitate regulatory inspections, audits, compliance visits, and official assessments.

✔ Maintain proper records of licenses, certificates, permits, approvals, renewal dates, and regulatory documentation to ensure timely compliance.

Property & Lease Management

✔ Manage rental agreements, lease renewals, property-related documentation, and administrative records for the Head Office and all branch/service center locations.

✔ Coordinate with landlords, property owners, and relevant stakeholders regarding lease, rental, facility, and property-related matters.

Security Management

✔ Manage and monitor security service providers and security personnel to ensure effective security coverage across company locations.

✔ Conduct periodic security assessments and identify areas requiring improvement in security systems and procedures.

✔ Investigate security incidents, prepare necessary reports, and ensure appropriate corrective and preventive actions are implemented.

Vendor & Service Provider Management

✔ Develop and maintain an approved and updated vendor database for administrative services and requirements.

✔ Evaluate vendor performance and ensure that agreed service quality, reliability, and operational standards are consistently maintained.

✔ Coordinate with vendors and service providers to ensure timely delivery of required services and resolve service-related issues.

Cost Control & Asset Management

✔ Identify opportunities for administrative cost reduction and operational efficiency without compromising service quality.

✔ Monitor administrative expenses and support effective utilization of company resources.

✔ Coordinate the disposal, replacement, or transfer of obsolete assets in accordance with company policies and procedures.

Events, Branding & Corporate Coordination

✔ Coordinate and support company events, meetings, official visits, and other corporate activities.

✔ Coordinate appropriate branding and signage activities for existing and newly established service centers as required.

✔ Work closely with relevant departments to ensure service centers maintain a professional, organized, and company-compliant environment.

Other Responsibilities

✔ Provide timely administrative support to management and relevant departments as required.

✔ Prepare administrative updates, reports, and compliance-related information for management review.

✔ Perform any other administrative, facilities, compliance, coordination, or operational duties assigned by Management.