WHAT DOES AN ADMINISTRATION EXECUTIVE DO

Published: Nov 06, 2024 - The Administration Executive coordinates travel, meets, and event logistics; manages office supplies and vendor relationships; and provides executive support such as document preparation and calendar management. Key tasks also involve handling office administration activities, from front office management to maintenance of office environments and equipment. This position encompasses organizing company-wide events and ensuring hospitality for visiting business partners and executives.

A Review of Professional Skills and Functions for Administration Executive

1. Administration Executive Duties

  • Calendar Management: Manage calendar and correspondence, track key deadlines/initiatives/projects, prepare meeting materials and reports, book travel, and handle a variety of day-to-day support needs.
  • Presentation Preparation: Prepare meeting materials, such as PowerPoint presentations, and schedule conference calls and web-based meetings.
  • Contract Review: Review and coordinate contracts/legal documents.
  • Marketing Development: Create marketing packages for real estate dispositions.
  • Document Preparation: Assist with the preparation of real estate closing documents.
  • Stakeholder Liaison: Serve as liaison between various parties in real estate closing transactions, including internal team members and external team members such as buyers, brokers, clients, and the legal team.
  • Data Analysis: Pull real estate comps and create data charts for use.
  • Expense Management: Prepare and track expense reports.
  • Value Creation: Seek opportunities to create value for the executive(s) and reduce the administrative burden as appropriate.
  • Safety Reporting: Work closely with the Safety Manager to complete daily reports.
  • File Management: Establish and maintain organized paper and electronic filing systems according to office procedures for expeditious retrieval of information.

2. Administration Executive Details

  • Office Administration: Manage overall administration of the office.
  • Meeting Coordination: Coordinate with staff, office, and clients for meetings, timings, and supplies.
  • Communication Handling: Attend calls, receive guests, and route correspondence.
  • Travel and Cash Management: Handle travel arrangements and manage petty cash.
  • Infrastructure Oversight: Manage IT, internet, and office infrastructure.
  • Supply Chain Management: Monitor office supplies/consumption, manage suppliers, and ensure service quality from vendors.
  • Financial Coordination: Deal with bankers and coordinate with clients for payments.
  • Executive Support: Assist the managing partner in managing his calendar.
  • Travel Logistics: Manage travel schedules and ancillaries.
  • Vendor Management: Manage vendors, drivers, payments, and other day-to-day routine requirements.
  • Expense Handling: Assist in expense management including credit card payments, utilities tracking/payments, repairs, maintenance, and other errands.

3. Administration Executive Responsibilities

  • Freight Coordination: Arrange and coordinate sea & air freight of products.
  • Courier Dispatch: Arrange and coordinate dispatch of products by courier service.
  • Documentation Management: Handle all documentation related to freight and courier services in a timely manner.
  • Product Photography: Responsible for taking photos of products and their dispatch.
  • Team Oversight: Oversee the daily schedule of dispatch drivers.
  • Logistics Administration: Handle all administrative and logistics duties.
  • Customs and Renewals Handling: Manage custom permit declarations and IPOS renewal applications.
  • Data Processing: Scan office materials, locate and compile information, and format reports, graphs, tables, records, and other sources of information.
  • Problem Resolution: Identify and resolve administrative problems and issues.
  • Typing and Correspondence: Type various letters, reports, memoranda, and correspondence.
  • Record Keeping: Maintain files and records of reports, correspondence, and contracts.
  • General Duties: Perform other duties as assigned from time to time, reserve the rights to update and amend this job scope from time to time.

4. Administration Executive Job Summary

  • Executive Support: Provide business support to several Senior Executives, including arrangement of travel and hotel bookings, calendar appointments, and business claims.
  • Event Coordination: Coordinate office events and arrange restaurant reservations or catering.
  • Correspondence Management: Organize and sort company correspondences and manage courier delivery.
  • Inventory Monitoring: Monitor inventory of office supplies and reorder supplies.
  • Expense Tracking: Update and track office administration expenses.
  • Administrative Assistance: Provide additional administrative support, such as printing documents.
  • Travel and Meeting Coordination: Arrange travel, manage calendars, organize meetings, and prepare information and presentation materials for executive meetings.
  • Front Office Management: Manage front office activities and provide support in the absence of a receptionist, including maintenance of office equipment, purchase of supplies, consumables, and stationeries, managing mails and courier, liaising with building management, managing lockers and office keys, update the telephone list, raise purchase requests, and ensure the cleanliness of the pantry and office environment.
  • Vendor Management: Manage vendor relations, including sourcing new vendors and suppliers, reviewing the competitiveness of existing vendors, and tracking office equipment lease agreements and contracts.
  • Visitor Hospitality: Provide hospitality to executive business partners and visitors from local and overseas.
  • Event Planning: Plan and organize company events, activities, staff welfare, gatherings, town halls, etc.

5. Administration Executive Accountabilities

  • Sales Management Support: Support the Sales Management Process (SMP).
  • Account Processing: Process requests for accounts (existing and potential customers) in a timely manner.
  • Database Maintenance: Conduct database maintenance based on the latest organization and account allocations.
  • Request Evaluation: Evaluate and process various requests in an organized manner.
  • Sales Collaboration: Work closely with Sales Departments.
  • Management Support: Support other requests as requested by management.
  • Performance Visualization: Visualize SMP performance through regular reporting and analysis.
  • Reporting and Analysis: Prepare monthly reports with analysis to share with the Sales and Marketing team.
  • Template Maintenance: Maintain the report-related templates up to date.
  • Lead Management: Manage inbound leads timely to ensure satisfaction for existing and future customers.
  • Lead Allocation: Monitor inbound leads and allocate such leads to sales teams in charge based on the latest organization and other requirements from respective Sales teams.
  • Conversion Monitoring: Monitor the conversion status of leads and alert the SMP team of any risks.
  • Sales Engagement: Engage Sales teams to ensure the effectiveness of the above processes.
  • Ad-Hoc Reporting: Prepare reports as and when required
Relevant Information
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