Administration Executive

Job Description

Job Title

Department

Vertical / Sub-Dept

Reports To

Admin Executive

Administration

-

HR Operations Head

Job Summary

Brief overview of the job purpose and objectives:

The Admin Executive in the real estate industry will be responsible for overseeing administrative tasks related to office and property management, vendor relations, budget monitoring, and general facility management. This position requires a proactive individual who can handle multiple responsibilities such as vendor negotiation, budget management, repairs, maintenance, utility bills, insurance policies, and more, ensuring the smooth functioning of daily operations.

Key Responsibility

Administrative Manual and Budgeting:

1. Admin Manual Development and Maintenance:
• Develop and maintain the administrative manual for the real estate office, ensuring it contains up-to-date procedures, guidelines, and protocols for daily operations.
• Update and revise the manual as necessary, ensuring compliance with industry standards and internal policies.
2. Budget Management:
• Maintain a budget for office and site consumption of stationery, office supplies, and other materials.
• Ensure that the consumption per person is tracked and managed in line with budget allocations.
• Monitor, approve, and report on departmental expenditures to ensure alignment with financial targets.
3. Expense Tracking and Reporting:
• Prepare and maintain expense lists for daily, monthly, quarterly, and yearly periods.
• Track and report on office and property-related expenses, ensuring timely payments and adherence to the budget.
• Prepare regular financial reports detailing the spending patterns, variances, and potential cost-saving measures.

Vendor Management:

1. Vendor Relations & Negotiation:
• Manage relationships with existing vendors, including suppliers for office materials, repairs, utilities, and services.
• Negotiate with vendors to secure the best pricing and terms for services and products, ensuring value for money.
• Maintain a vendor database with contact details, contracts, and service records.
2. Vendor Selection & Monitoring:
• Evaluate new vendors and services, ensuring they meet the companys standards and requirements.
• Conduct regular performance reviews of vendors to ensure consistent quality and service delivery.
3. Service Agreements (AMCs & Contracts):
• Negotiate, manage, and renew Annual Maintenance Contracts (AMCs) for electronics, fixtures, and other essential services.
• Ensure that service agreements are renewed in a timely manner and that any amendments are managed appropriately.

Repairs, Maintenance & Utility Bills:

1. Repairs and Maintenance:
• Oversee the repair and maintenance of office buildings, property, and common areas, ensuring that they are in optimal condition.
• Coordinate with maintenance staff or contractors to handle regular and emergency repairs.
2. Utility Management:
• Manage the payment and tracking of utility bills (electricity, water, gas, etc.) for the office and properties.
• Monitor usage trends and implement cost-saving measures where applicable.
3. Insurance Policies Management:
• Manage all insurance policies (property, vehicle, health, fire, etc.) for the organization, ensuring policies are up-to-date and compliant with legal and company requirements.
• Oversee renewals and claims processes to ensure seamless coverage for assets and employees.

Security & Housekeeping Management:

1. Security Management:
• Oversee the security services for the office and properties, ensuring proper coverage and operational security systems (e.g., CCTV, security personnel).
• Coordinate with security vendors to address security-related issues promptly.
2. Housekeeping and Agency Monitoring:
• Manage the housekeeping staff and ensure that cleaning standards are maintained across office buildings, common areas, and other properties.
• Supervise housekeeping staff attendance, performance, and work schedules.
• Monitor the performance of external housekeeping agencies, ensuring services are being delivered as per agreements.

Secondary Responsibility

Event Management & Administrative Support:

1. Event Planning & Coordination:
• Plan and coordinate internal and external events, including meetings, corporate gatherings, and client events.
• Liaise with vendors for event logistics, catering, decoration, and other event-related services.
2. Administrative Support:
• Provide day-to-day administrative support to other departments within the organization.
• Coordinate the preparation of reports, memos, and other documentation as required.

Qualification:

Educational:

Bachelors degree or equivalent experience in business administration, real estate, or related fields.

Professional:

Technical Skills: Proficiency in MS Office Suite (Excel, Word, PowerPoint) and familiarity with property management software.

Communication Skills: Strong verbal and written communication skills.

Negotiation Skills: Proven ability to negotiate contracts and pricing effectively.

Financial Acumen: Strong understanding of budgeting, expense tracking, and financial reporting.

Organizational Skills: Ability to manage multiple tasks, prioritize effectively, and meet deadlines.

Competencies:

Behavioural:

Good Team Player

Good Communicator with all stake holders (Verbal and Written)

Professional:

Ability to manage multiple Projects or Sub-Projects

Proficiency in MS Office Suite (Excel, Word, PowerPoint) and familiarity with property management software.

Attention to Details (precision in planning, execution, monitoring for high quality outcomes)

Required Skills & Certifications:

NA

Work Environment:

Indoor / Out Door:

Both

Head Office / Site Office

Both

Field Work / Office Work

Both

Work Hours

10:00 am to 7:00 pm

Week Off

Sunday or any other fixed by the Co.,

More Info

Education