Administration Executive
3 days ago
Role Overview:
The role involves managing day-to-day administrative functions, coordinating procurement and vendor management, supporting medical equipment service operations, handling financial documentation, and ensuring smooth inter-departmental communication. The position requires strong organizational skills, attention to detail, and the ability to handle multiple tasks simultaneously.
Key Responsibilities
General Administration
- Coordinate procurement activities, including collecting quotations, placing purchase orders, and following up with vendors.
- Manage office utilities, consumables, and stationery purchases.
- Oversee facility-related activities such as painting, partitioning, fire extinguisher installation, and equipment stands.
- Liaise with carpenters, electricians, and other service providers for minor civil and maintenance work.
- Maintain vendor documentation including vendor code creation and compliance submissions.
- Handle invoice processing, payment coordination, and maintain proper records.
- Facilitate movement and allocation of office equipment across departments.
- Coordinate spare parts ordering, tracking, and timely delivery.
- Support contract management activities with agencies such as KMSCL.
- Arrange and share calibration reports, tax invoices, and receipts with customers and internal teams.
- Manage cheque deposits, payment receipts, and courier/logistics of medical tools, spares, and equipment.
- Ensure proper documentation and compliance for customer requests and service activities.
- Facilitate cheque deposits and update financial records with the accounts team.
- Assist in equipment relocation requests and internal communication with the Vision team.
Skills & Competencies
- Strong administrative and organizational skills.
- Knowledge of procurement and vendor management processes.
- Familiarity with service contracts and equipment calibration requirements.
- Proficiency in handling invoices, receipts, and financial documentation.
- Ability to coordinate across multiple departments and vendors.
- Problem-solving skills with hands-on approach to facility and service issues.
- knowledge of MS Office (Word, Excel, Outlook).
Qualifications & Experience
- Graduate in Administration / Commerce / Business Management (preferred).
- 25 years of experience in general administration, service coordination, or operations support.
- Experience in handling vendor management, procurement, and facility management.Role & responsibilities
Preferred candidate profile
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