Administrative Specialist

About the Role

ECA Global is seeking a highly organized and proactive Administration & Facilities professional to oversee the seamless operation of 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
• Oversee the overall maintenance, upkeep, and operational efficiency of all company premises.
• Develop, implement, and monitor preventive maintenance schedules.
• Monitor and optimize utility consumption.
• Ensure compliance with applicable statutory requirements, health and safety regulations, and company policies.
• Travel, Transport & Logistics Management
• Manage staff and visitor transportation services.
• Oversee the corporate travel desk, coordinating end-to-end travel arrangements.
• Coordinate with travel agencies and service providers to negotiate competitive rates.
• Ensure smooth execution of travel and transportation requirements.
• Office Administration & Procurement
• Manage the procurement, distribution, and inventory of stationery, office supplies, and consumables.
• Maintain appropriate stock levels through effective inventory monitoring and timely replenishment.
• Coordinate administrative and logistical arrangements for company events, meetings, conferences, and other official engagements.
• Ensure the timely availability of essential office resources.
• Vendor & Contract Management
• Identify, evaluate, negotiate with, and onboard vendors for various operational requirements.
• Negotiate contracts, commercial terms, and Service Level Agreements (SLAs).
• Conduct periodic vendor performance evaluations.
• Maintain a centralized database of vendors, contracts, renewal dates, and payment schedules.
• Monitor vendor deliverables and resolve service-related issues.
• Compliance, Documentation & Reporting
• Maintain accurate, updated, and well-organized records.
• Prepare and present periodic Management Information System (MIS) reports.
• Monitor administrative expenditures against approved budgets and identify cost optimization opportunities.
• Ensure adherence to company policies, statutory obligations, and regulatory requirements.
• Support internal and external audits.
• Reception & Front Office Management
• Oversee daily reception and front office operations.
• Manage visitor registration, appointment scheduling, and visitor passes.
• Handle incoming calls, direct inquiries, and communicate messages.
• Supervise incoming and outgoing courier services, mail handling, and document distribution.
• Ensure reception areas and meeting rooms remain clean, organized, and presentable.
• Coordinate meeting room bookings and visitor refreshments.
• Maintain accurate visitor logs, appointment registers, and courier records.
• Ensure compliance with visitor management protocols and security standards.
• Train, guide, and monitor reception personnel.
• Serve as the primary point of contact for front office-related matters.

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.