Administrative Officer

About the Role

ECA Global is seeking a highly organized and proactive Administration & Facilities Manager to oversee the seamless operation of our office infrastructure and administrative services. This role is pivotal in ensuring a safe, efficient, and productive work environment by managing property maintenance, travel logistics, vendor relationships, and office administration across multiple locations. The ideal candidate will be a strategic problem-solver with a strong focus on cost-effectiveness and quality service delivery.

Key Responsibilities

• Facilities & Infrastructure Management
• Manage the comprehensive upkeep, maintenance, and operational performance of all company properties.
• Implement and rigorously adhere to preventive maintenance schedules, ensuring all repairs are conducted promptly and to a high standard.
• Monitor and optimize utility consumption, and ensure full compliance with all health, safety, and regulatory standards.
• Travel, Transport & Logistics Management
• Oversee all staff and visitor transportation, including cab services for daily commutes and official requirements.
• Manage the corporate travel desk, coordinating end-to-end arrangements such as flight and train bookings, hotel accommodations, and detailed itinerary planning.
• Liaise with travel agencies and vendors to negotiate favorable terms, ensuring cost-efficiency, reliability, and high-quality service.
• Office Administration & Procurement
• Procure and manage the inventory of all stationery, office supplies, and consumables for all locations.
• Maintain optimal stock levels through systematic inventory control and timely replenishment.
• Provide comprehensive logistical support for company events, meetings, and conferences.
• Vendor & Contract Management
• Source, evaluate, and onboard vendors for facilities, travel, administrative services, and other operational needs.
• Negotiate contracts and Service Level Agreements (SLAs) to secure cost-effective and high-quality services.
• Conduct regular vendor performance reviews to ensure adherence to agreed terms and drive continuous improvement.
• Maintain a centralized vendor database, contract repository, and payment schedules in coordination with the Finance department.
• Compliance, Documentation & Reporting
• Maintain accurate and up-to-date records for all property maintenance, vendor contracts, travel bookings, and inventory.
• Prepare and present periodic Management Information System (MIS) reports on administrative expenditures and activities.
• Ensure strict adherence to company policies, statutory regulations, and health & safety protocols.
• Reception & Front Office Management
• Oversee day-to-day reception and front desk operations, ensuring a professional, welcoming, and courteous experience for visitors, clients, employees, and business associates.
• Manage visitor registration, appointment scheduling, visitor passes, and appropriate coordination with employees and departments.
• Handle incoming calls, transfer calls to the appropriate departments, respond to general inquiries, and ensure messages are communicated accurately and promptly.
• Manage incoming and outgoing courier, mail, and document distribution.
• Ensure the reception area, waiting areas, and meeting rooms remain clean, organized, and presentable at all times.
• Coordinate meeting room bookings, visitor refreshments, and other front office requirements.
• Maintain visitor logs, appointment records, courier registers, and other relevant documentation.
• Ensure reception staff follow company protocols for visitor access, confidentiality, security, and customer service.
• Train, guide, and monitor reception personnel, where applicable, to maintain consistent service standards across locations.
• Act as the primary point of coordination for front office-related concerns and escalate issues to the appropriate department when required.

Qualifications & Competencies

• Proven experience in facilities management, office administration, or a similar role.
• Exceptional organizational and multitasking abilities with a keen attention to detail.
• Strong negotiation, vendor management, and relationship-building skills.
• Excellent verbal and written communication and interpersonal skills.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook).
• Working knowledge of facility management software (e.g., CAFM) and travel management systems is highly desirable.