Admin Executive

Job Summary:

The Admin Executive is responsible for ensuring the smooth day-to-day administrative operations of Nest Campus. The role involves managing office administration, coordinating facility requirements, maintaining records, supporting campus operations, handling vendor coordination, and providing administrative support to various departments. The ideal candidate should possess excellent organizational, communication, and multitasking skills while maintaining a professional and service-oriented approach.

Key Responsibilities:

Administration

• Manage the daily administrative activities of the campus.
• Maintain office files, records, and confidential documents in both physical and digital formats.
• Ensure office supplies and stationery are adequately stocked and managed.
• Prepare administrative reports, letters, and official correspondence.
• Coordinate meetings, prepare agendas, and record meeting minutes when required.
• Maintain accurate employee and campus administrative records.
  
  

Facility & Office Management

• Coordinate with housekeeping, security, maintenance, and other service providers to ensure smooth campus operations.
• Monitor office equipment and arrange timely servicing and maintenance.
• Ensure cleanliness, safety, and proper upkeep of the campus facilities.
• Track maintenance requests and coordinate with vendors for prompt resolution.
  
  

Vendor & Procurement Coordination

• Liaise with vendors for quotations, purchases, and service agreements.
• Raise purchase requests and monitor delivery of office supplies and equipment.
• Maintain vendor records and ensure timely invoice processing.
• Reception & Visitor Management
• Welcome visitors and ensure a professional front-office experience.
• Coordinate visitor access and meeting arrangements.
• Handle incoming calls, emails, and courier services efficiently.
  
  

Documentation & Compliance

• Maintain administrative documentation in compliance with company policies.
• Support audits by organizing and providing required administrative records.
• Ensure all campus administrative procedures are followed.
  
  

Coordination & Support

• Provide administrative support to HR, Finance, Operations, and other departments.
• Coordinate employee travel, accommodation, and transportation arrangements when required.
• Assist in organizing campus events, training sessions, meetings, and employee engagement activities.
  
  

Reporting

• Prepare daily, weekly, and monthly administrative reports.
• Monitor administrative expenses and assist in budget tracking.
• Report operational issues and recommend improvements to enhance administrative efficiency.
  
  

Qualifications

• Bachelor's Degree in Business Administration, Commerce, Management, or a related field.
• 2–5 years of experience in Administration, Office Management, or Facility Administration.
• Experience in educational institutions or campus administration is an advantage.
  
  

Required Skills

• Strong organizational and multitasking abilities.
• Excellent verbal and written communication skills.
• Proficiency in Microsoft Office (Excel, Word, PowerPoint, Outlook).
• Strong documentation and record management skills.
• Good vendor coordination and negotiation skills.
• Ability to prioritize tasks and meet deadlines.
• Professional attitude with excellent customer service skills.
• Ability to maintain confidentiality and handle sensitive information.
• Strong problem-solving and interpersonal skills.