Admin Assistant / Executive

Job Detail

1. Prepare and submit regular facility operation reports to management. 2. Track and report key facility metrics. 3. Maintain incident and service request logs for audit and review purposes. 4. Provide updates on compliance with safety, health, and environmental regulations. 5. Serve as the main point of contact for internal departments regarding facility needs. 6. Coordinate with employees to address workspace concerns and requests. 7. Liaise with building management for shared facility issues and updates. 8. Ensure all stakeholders are informed of facility-related activities and schedules. 9. Manage contracts and service agreements with external vendors 10. Monitor vendor performance and ensure service delivery meets agreed standards. 11. Schedule and coordinate routine and emergency maintenance with service providers. 12. Review and approve vendor invoices and service reports. 13. Maintain and update facility documentation and records. 14. Coordinate facility access passes, keys, and security systems for staff and visitors. 15. Manage procurement of office and facility supplies. 16. Ensure compliance with administrative policies and procedures. 17. Organize and participate in facility-related meetings with internal teams and external vendors. 18. Record and distribute meeting minutes and action points. 19. Follow up on tasks and resolutions discussed during meetings. 20. Assist in preparing presentation materials for management reviews or planning sessions. 21. Conduct regular facility inspections and audits to identify areas for improvement. 22. Recommend and implement facility upgrades, layout changes, or efficiency improvements. 23. Support sustainability initiatives and cost-saving measures. 24. Evaluate feedback from users to enhance facility operations and services. 25. Support marketing efforts for rentable spaces or services within the facility (e.g., event halls, co-working areas). 26. Collaborate with finance and operations teams to align facility functions with revenue goals.