Admin Assistant Facilities, Procurement & Logistics

Job Summary

The Admin Assistant is responsible for providing administrative and operational support related to purchasing, inventory management, office facilities, transportation, logistics, and general workplace requirements. The role ensures that equipment, tools, supplies, transportation, and office facilities are properly managed and that administrative concerns are coordinated and resolved efficiently.

Key Responsibilities

Procurement & Purchasing

• Handle the purchasing and procurement of company equipment, tools, office supplies, and other administrative requirements.


• Process purchase requests and coordinate approvals as required.


• Source and coordinate with suppliers and vendors regarding quotations, availability, pricing, delivery schedules, and other purchasing concerns.


• Monitor pending purchases and ensure timely delivery of requested items.


• Maintain proper documentation and records of all purchases and procurement transactions.

Inventory Management

• Manage and maintain an accurate inventory of all company tools, equipment, office supplies, and other assigned assets.


• Monitor inventory levels and identify items that need replenishment or replacement.


• Maintain inventory records, including issuance, transfer, return, and disposal of items.


• Conduct regular inventory checks and reconcile physical inventory against records.


• Ensure that company equipment, tools, and supplies are properly stored and accounted for.

Building & Office Administration

• Coordinate with building administration and lessee/tenant administration regarding office-related concerns.


• Handle coordination for building access, maintenance, repairs, permits, deliveries, and other facility-related requirements.


• Coordinate with suppliers and service providers regarding office facilities, maintenance, repairs, and other workplace concerns.


• Monitor and follow up on outstanding facilities and maintenance requests until properly resolved.


• Ensure that office facilities and administrative requirements are maintained in good working condition.

Transportation & Logistics

• Coordinate and monitor the company's shuttle service, including schedules and operational concerns.


• Coordinate the work schedules and daily assignments of the Driver, Logistics Assistant, and Utility personnel.


• Monitor transportation and logistics requirements and ensure proper coordination of schedules and activities.


• Coordinate vehicle, delivery, pick-up, and other logistics requirements as needed.


• Address and escalate transportation or logistics concerns to the appropriate personnel.

General Administrative Support

• Provide general administrative support to management and employees as needed.


• Coordinate with internal departments regarding administrative, facilities, purchasing, and logistics requirements.


• Maintain organized records and documentation related to administrative operations.


• Assist in company activities, events, and other operational requirements.


• Perform other administrative and operational duties that may be assigned from time to time.
  

Qualifications

• Bachelor's degree in Business Administration, Office Administration, or a related field preferred.


• At least 1–2 years of experience in administration, procurement, facilities, logistics, or a similar role.


• Strong organizational and coordination skills.


• Good communication and negotiation skills, particularly when dealing with suppliers and service providers.


• Proficient in Microsoft Office, particularly Excel and Word.


• Strong attention to detail and accuracy in maintaining records and inventory.


• Able to manage multiple tasks and coordinate with different departments and external parties.


• Proactive, dependable, and capable of working independently.


• Willing to handle hands-on administrative, facilities, and logistics concerns