ADMIN SPECIALIST

SUMMARY:
Job Purpose The Admin Service Specialist is responsible for coordinating and managing administrative services to support

POSITION INFO:

1. Job Purpose

The Admin Service Specialist is responsible for coordinating and managing administrative services to support business operations, including facilities, office space, travel, accommodation, catering, Integrated Facilities Management (IFM), health and safety, and administrative assets. The role ensures efficient service delivery, supplier performance, cost control, compliance with company policies, effective risk management, and business continuity. It also provides administrative support for key projects within the assigned region.

2. Key Responsibilities

2.1 Administrative Service Management

• Coordinate and manage administrative services, including office facilities, catering, accommodation, travel, IFM, health and safety, and related support services.
• Identify local market resources and service providers to meet business requirements.
• Ensure the timely and effective delivery of administrative services to support business operations.
• Monitor service quality and implement measures to improve user satisfaction.

2.2 Policy and Process Management

• Implement company policies, procedures, and regulations relating to administrative services.
• Assist in developing and improving administrative management processes to meet local operational requirements.
• Ensure consistent implementation of administrative procedures and compliance with internal standards.
• Identify opportunities to improve operational efficiency and service delivery.

2.3 Procurement and Supplier Management

• Identify and submit administrative procurement requirements in accordance with company procurement policies and procedures.
• Coordinate procurement activities, including supplier sourcing, quotations, purchasing requests, and delivery follow-ups.
• Manage supplier relationships and monitor supplier performance against agreed service levels.
• Establish and maintain relationships with relevant external service providers and public authorities, including fire and safety services.
• Ensure that procurement activities support cost efficiency, service quality, and compliance requirements.

2.4 Operations, Risk Management and Business Continuity

• Oversee the daily operations of administrative services and conduct onsite inspections where required.
• Identify, assess, and mitigate operational risks affecting administrative service delivery.
• Establish and maintain operational monitoring mechanisms to achieve service satisfaction targets.
• Coordinate responses to service disruptions and implement appropriate corrective actions.
• Support business continuity by ensuring the availability and reliability of essential administrative services.

2.5 Administrative Asset Management

• Manage local administrative assets, ensuring accurate records, proper allocation, and effective utilisation.
• Coordinate asset delivery, onsite verification, inspection, and acceptance.
• Maintain accurate asset registers and supporting documentation.
• Investigate asset discrepancies and ensure timely resolution of identified issues.
• Safeguard company assets and funds by ensuring that transactions, deliveries, and acceptance records are accurate and properly authorised.

2.6 Compliance and Internal Control

• Identify and assess compliance risks within the administrative services function.
• Implement internal control procedures to ensure that administrative activities comply with company policies and applicable regulations.
• Maintain appropriate documentation, records, and audit trails for administrative transactions.
• Conduct routine compliance checks and follow up on identified control weaknesses.
• Support internal and external audits and implement corrective actions where necessary.

2.7 Project Administrative Support

• Identify administrative service requirements for key projects within the assigned region.
• Develop and coordinate appropriate administrative support and service assurance solutions.
• Liaise with project teams, suppliers, and relevant internal stakeholders to ensure resource availability.
• Monitor project-related administrative costs, service quality, and delivery timelines.
• Ensure that administrative resources are coordinated effectively to support timely project implementation at reasonable cost.

3. Required Education and Qualifications

• Diploma or bachelor''s degree in Business Administration, Facilities Management, Supply Chain Management, Procurement, Logistics, or a related field.
• Additional training or certification in procurement, facilities management, health and safety, or asset management will be an advantage.

4. Required Work Experience

• Relevant experience in administrative services, facilities management, procurement, supplier management, or office operations.
• Experience coordinating service providers and managing supplier relationships.
• Experience in administrative procurement, asset management, and cost control.
• Exposure to compliance, internal controls, risk management, and business continuity processes.
• Experience supporting projects and coordinating multiple stakeholders will be advantageous.

5. Required Competencies and Skills

Technical Competencies

• Administrative and facilities management.
• Procurement coordination and supplier management.
• Contract and service-level agreement administration.
• Asset management and inventory control.
• Budget monitoring and cost optimisation.
• Risk assessment and compliance management.
• Health, safety, and facilities operations.
• Recordkeeping, reporting, and internal control management.
• Microsoft Office proficiency and familiarity with enterprise resource planning (ERP) systems.

Behavioural Competencies

• Strong organisational and planning skills.
• Excellent communication and interpersonal skills.
• Stakeholder engagement and relationship management.
• Analytical thinking and problem-solving.
• Attention to detail and accuracy.
• Ability to manage competing priorities and work under pressure.
• Proactive approach to identifying risks and improving processes.
• Accountability, integrity, and commitment to compliance.
• Teamwork, adaptability, and customer-service orientation.

6. Key Performance Indicators (KPIs)

• Administrative service delivery and user satisfaction levels.
• Compliance with company policies, procurement procedures, and internal controls.
• Supplier performance and adherence to agreed service levels.
• Administrative procurement turnaround time and cost efficiency.
• Accuracy of asset records and timely completion of asset acceptance.
• Number and timely resolution of operational risks and compliance findings.
• Availability and continuity of essential administrative services.
• Timely and cost-effective delivery of administrative support for key projects.