Lead Administrative Officer

Job Purpose

The Lead Administrative Officer will ensure the smooth and efficient operation of office facilities and administrative services by managing infrastructure, housekeeping, security, vendor relationships, assets, inventory, and employee support processes. The Lead Administrative Officer plays a critical part in creating a safe, clean, and well-organized work environment while optimizing operational costs and enhancing employee experience through timely support and resource management.

Duties & Responsibilities

• Ensure the cleanliness, safety, and maintenance of the office premises, including regular inspections
• Coordinate preventive and breakdown maintenance activities for HVAC, electrical systems, plumbing, and other infrastructure
• Oversee pest control, waste management, fire safety, and emergency preparedness protocols
• Manage office space planning, seating arrangements, and internal moves
• Maintain AMC contracts for facility services and track vendor performance
• Manage daily housekeeping operations through vendors, including shift scheduling and task assignment
• Conduct regular hygiene audits and ensure compliance with organizational standards
• Supervise security personnel – entry/exit protocols, visitor logs, CCTV monitoring, and access control systems
• Coordinate with building management on common area maintenance and escalations
• Identify, evaluate, and empanel vendors for services like housekeeping, security, courier, pantry, printing, pest control, etc.
• Negotiate and finalize service contracts/SLAs
• Monitor vendor deliverables, ensure quality control, and address any service gaps
• Track contract renewals and documentation compliance
• Raise purchase requests, compare quotations, and finalize procurement of office supplies
• Maintain a tracker for all procurement and payment cycles
• Maintain and regularly update a central asset register (non-IT assets)
• Manage asset tagging, distribution, and return process for employees
• Conduct regular asset verification and audit
• Prepare workstation setup, access cards, lockers, and welcome kits for new joiners
• Coordinate with IT and Security for access provisioning
• Ensure collection of assets and access deactivation during employee exits
• Manage internal clearance forms and admin handovers
• Supervise reception/front desk operations to ensure prompt visitor handling, couriers and all front-desk correspondence
• Monitor stock levels of office stationery, pantry supplies, HK Consumables, etc.
• Place timely orders based on usage patterns and forecasts
• Maintain inventory records and manage the stockroom
• Reconcile physical stock with records during monthly and quarterly checks
• Maintain organized files and documentation for contracts, vendor bills, licenses, etc.
• Assist in internal and external audits (facility, admin expenses, asset logs)
• Maintain trackers for office expenses, petty cash, and reimbursements
• Handle shipping of IT assets or materials to and from remote employees
• Coordinate with courier services (e.g., DTDC, Bluedart) for pickups and deliveries
• Track deliveries and ensure timely return of devices or documents while maintaining records of costs, status and returns
• Plan and coordinate logistics for internal events, meetings, celebrations, and training sessions
• Liaise with vendors for gifts, printing, branding, and transport needs during events
• Prepare and manage daily cab rosters for employee pick-up/drop services
• Monitor cab usage across shifts (especially night shifts), ensuring timely service
• Address employee queries related to transport, missed pickups, or delays
• Manage ad-hoc cab requests for client visits, inter-office travel, or late working
• Coordinate with transport vendors for vehicle availability and scheduling
• Track driver deployment, shift timings, and ensure background verification
• Ensure proper vehicle maintenance, insurance, and PUC compliance
• Manage vendor contracts, review service quality, and ensure SLAs are met
• Plan and review routes regularly to minimize travel time and fuel costs
• Track cab utilization to avoid under- or over-utilization
• Maintain reports for daily usage, route plans, and employee usage logs
• Validate and process transport vendor invoices with supporting documentation
• Ensure that cabs are equipped with GPS, speed governors, and first-aid kits
• Implement safety guidelines for night shifts, including drop confirmation for female employees
• Record and address any transport-related incidents
• Use, protect and disclose patients' protected health information (PHI) only in accordance with Health Insurance Portability and Accountability Act (HIPAA) standards
• Understand and comply with Information Security and HIPAA policies and procedures at all times
• Limit viewing of PHI to the absolute minimum as necessary to perform assigned duties

Qualifications

• Bachelor's degree in mechanical or electrical engineering, business administration, facility management, hospitality, or a related field is preferred.
• A diploma or certification in Facility Management, Office Administration, or a related domain is an added advantage.
• 7-9 years previous experience
• Proficiency in Microsoft Office Suite
• Strong interpersonal skills, ability to communicate well at all levels of the organization
• Strong problem solving and creative skills and the ability to exercise sound judgment and make decisions based on accurate and timely analyses
• High level of integrity and dependability with a strong sense of urgency and results oriented
• Excellent written and verbal communication skills required
• Gracious and welcoming personality for customer service interaction

Working Conditions

• Primarily office-based, with regular movement across floors and facility areas for supervision and coordination
• Standard business hours (General Shift); however, flexibility is required to handle urgent issues, vendor coordination, or after-hours events
• Physical Demands: While performing the duties of this job, the employee is occasionally required to move around the work area; Sit; perform manual tasks; operate tools and other office equipment such as computer, computer peripherals and telephones; extend arms; kneel; talk and hear.
• Mental Demands: The employee must be able to follow directions, collaborate with others, and handle stress.
• Work Environment: The noise level in the work environment is usually minimal.

Med-Metrix will not discriminate against any employee or applicant for employment because of race, color, religion, sex (including pregnancy, gender identity, and sexual orientation), parental status, national origin, age, disability, genetic information (including family medical history), political affiliation, military service, veteran status, other non-merit based factors, or any other characteristic protected by federal, state or local law.