Founder's Office Executive / Management Trainee

About the Role

We are looking for a proactive, organised, and detail-oriented professional to join the Founder's Office as an Executive / Management Trainee. The candidate will work closely with the Founder and senior management, handling administrative operations, vendor coordination, contract management, payments, utilities, and inter-company coordination. This role offers an opportunity to gain cross-functional business exposure and understand the overall functioning of multiple business entities.

Key Responsibilities

• Administration Management
• Manage day-to-day administrative activities and office operations.
• Coordinate with internal departments for smooth functioning.
• Maintain records, documentation, and administrative trackers.
• Ensure timely completion of assigned tasks.
• Vendor Management
• Identify, coordinate, and maintain relationships with vendors and service providers.
• Collect quotations and compare vendor proposals.
• Track vendor performance, service quality, and delivery timelines.
• Maintain an updated vendor database.
• Contract Management
• Maintain and organise company agreements, contracts, and renewals.
• Track contract expiry dates and renewal requirements.
• Coordinate with vendors and internal stakeholders for contract execution.
• Ensure proper documentation and record-keeping.
• RFQ (Request for Quotation) Management
• Prepare and circulate RFQs to relevant vendors.
• Collect quotations and prepare comparative statements.
• Follow up with vendors for pending quotations.
• Coordinate with relevant departments for approvals and finalisation.
• Utilities Management
• Monitor office utilities such as electricity, internet, telephone, housekeeping, and other facility-related services.
• Coordinate with service providers for maintenance and troubleshooting.
• Track utility expenses and ensure timely payments.
• Payments Management
• Coordinate with the Finance and Accounts team for vendor payments.
• Maintain payment trackers and follow up on pending payments.
• Verify supporting documents, invoices, and payment approvals.
• Ensure payments are processed within defined timelines.
• Digital Document Library Creation
• Develop and maintain a centralised digital document library.
• Digitise, scan, categorise, and organise company documents.
• Establish a systematic folder structure for easy document retrieval.
• Maintain proper version control and document accessibility.
• Ensure important documents are securely stored and updated.
• Group Company Coordination
• Coordinate with different group companies for administrative and operational requirements.
• Act as a coordination point between the Founder and various business entities.
• Follow up on pending tasks, reports, and documentation.
• Maintain trackers for inter-company activities and deliverables.

Requirements & Tech Stack

• MS Excel, Word, Google Sheets, and Google Drive
• Excellent coordination and communication skills.
• Strong organisational and multitasking abilities.
• Strong follow-up and execution capabilities.
• Attention to detail and documentation skills.
• Ability to manage multiple assignments independently.
• Problem-solving attitude and willingness to learn.
• High level of ownership, accountability, and confidentiality.

Qualifications

• Graduate in any discipline; BBA/MBA candidates will be preferred.
• Candidates interested in business operations, administration, and management.
• Should be comfortable working directly with the Founder and senior leadership.
• Must have a proactive, hands-on, and execution-oriented approach.

What This Role Offers

• Direct exposure to the Founder and senior management.
• Opportunity to understand multiple business functions.
• Cross-functional exposure across group companies.
• Opportunity to develop business management and operational skills.
• Potential career growth into Business Operations, General Management, or Founder's Office roles.