Admin and Procurement Specialist

Job Summary

We are seeking a detail-oriented and proactive Admin & Procurement Specialist to oversee all aspects of office administration and procurement. This individual will be responsible for ensuring a safe, efficient, and positive work environment, managing vendor relationships, coordinating facilities, and handling procurement processes end-to-end. The ideal candidate will have excellent organizational skills, strong negotiation capabilities, and a solutions-focused mindset.

Key Responsibilities

1- Administrative Management

Day-to-Day Office Operations:

• Ensure smooth office operations and upkeep, including cleanliness, reception services, mail distribution, and general workspace organization.
• Maintain office policies and procedures to optimize workflow and resource utilization.

Employee Services (Onboarding/Offboarding & Engagement):

• Manage and coordinate the onboarding/offboarding processes, including required documentation, equipment, and orientation.
• Plan and execute employee engagement events, team-building activities, and internal meetings to foster a positive and collaborative work environment.

Local Office Operations:

• Oversee visa applications for business travelers and ensure timely processing.
• Manage company phones, security passes, and other office-related administrative tasks.
• Conduct new joiners’ orientation to familiarize them with office protocols and policies.
• Facilities & Resources Management

2- Facilities Management:

• Coordinate with building management for maintenance, repairs, and other property-related matters.
• Implement and maintain standardized facilities management procedures, including electricals, door security, cleaning schedules, lease management, and safety guidelines.

Office Supplies & Equipment:

• Monitor inventory levels of office supplies (stationery, pantry items, etc.) and ensure timely procurement and distribution.
• Manage office equipment lifecycle, including acquisition, maintenance, and disposal, to support business needs.

Global Building Facilities Management:

• Standardize and enforce maintenance practices across different office locations (where applicable).
• Ensure consistent facility and resource standards are met globally.

3- Procurement & Vendor Management for Admin Scope

Vendor Negotiations & Contracts:

• Identify, evaluate, and select vendors for various office needs including merchandise, stationery, facilities services etc.
• Negotiate contracts, pricing, and service-level agreements to achieve cost savings and quality deliverables.

Merchandise (Merch) Management:

• Oversee end-to-end merch processes: budget planning, request collection, production timeline coordination, and quality assurance.
• Maintain an organized inventory of promotional materials and oversee the distribution or shipping of items as required.

4- Financial Oversight & Payment Management

Office-Related Payments:

• Oversee the processing and management of payments related to rent, property management fees, courier fees, office procurement, and employee benefits.
• Collaborate with Finance to ensure timely and accurate invoicing, payment approvals, and budget tracking.

Budgeting & Cost Control:

• Prepare and manage annual administrative and procurement budgets.
• Monitor expenses, identify cost-saving opportunities, and present regular reports on spending and vendor performance.

Qualifications and Skills

Education & Experience:

• Bachelor’s degree or equivalent in Business Administration, Management, or a related field.
• Proven experience in administrative, facilities, or procurement roles, preferably in a managerial capacity.

Technical & Soft Skills:

• Strong negotiation and vendor management skills.
• Excellent organizational and multitasking abilities, with keen attention to detail.
• Proficient in MS Office Suite (Word, Excel, PowerPoint).
• Strong communication and interpersonal skills to collaborate effectively across teams and with external stakeholders.

Attributes:

• Self-motivated, with the ability to prioritize and execute tasks under pressure.
• Problem-solver with a proactive attitude.
• Ability to maintain confidentiality and handle sensitive information with integrity.