Admin Executive

1. Housekeeping Daily Routine·      

Floors

• Sweep and mop all floors before office hours to ensure cleanliness and prevent dust accumulation.
• Perform a second round of cleaning post-lunch to maintain hygiene throughout the day.
• Inspect floors periodically during the day and address any immediate cleaning needs, such as spills or stains.

Washrooms

• Clean and sanitize washrooms at least three times daily (morning before office hours, post-lunch, and evening).
• Restock toiletries (soap, toilet paper, hand towels, and air fresheners) as required.
• Check the functionality of fixtures (taps, flush systems, hand dryers) and report any malfunctions immediately for prompt repair.

Cafeteria

• Clean tables and floors after every meal service to maintain hygiene.
• Empty trash bins, replace liners, and sanitize high-touch areas.
• Restock consumables like tea, coffee, sugar, snacks, and ensure that the coffee machine and water dispensers are functional.

Conference and Meeting Rooms

• Clean and organize rooms before each scheduled meeting.
• Arrange chairs, tables, and required materials (notepads, markers) as per meeting requirements.
• Test audio-visual equipment (projectors, microphones) before meetings and troubleshoot issues as necessary.
• After meetings, reset the room to its standard layout and remove any used materials or trash.

2. Security Service Daily Routine 

Inbound and Outbound Materials

• Maintain an up-to-date logbook for all incoming and outgoing materials.
• Verify delivery receipts and compare them with the purchase order or material request.
• Inspect outbound materials to ensure proper authorization and compliance with company policies.
• Perform random checks to prevent unauthorized movement of materials.

Duty Rosters

• Prepare and distribute weekly duty rosters to the security team in advance.
• Conduct daily checks to ensure security personnel adhere to their assigned duties and shifts.
• Address absenteeism or delays promptly by redistributing duties or calling in reserve staff.
• Regularly review and update the duty roster to align with organizational needs.

3. Office Tasks   

•  Monitor and replenish office supplies such as stationery, printer cartridges, and cleaning materials.
• Coordinate repair and maintenance requests with approved vendors and ensure timely resolution.
• Supervise office equipment functionality (printers, computers, and telephones) and report malfunctions immediately.
• Ensure proper organization of office spaces to promote productivity and a professional appearance.

4. Vendor Management    

• Maintain a detailed database of all approved vendors, including contact details, service agreements, and performance records.
• Ensure timely collection of invoices and bills from vendors.
• Conduct periodic vendor performance evaluations based on quality, timeliness, and cost-effectiveness.
• Establish clear communication channels with vendors to address any service-related issues promptly.

5. Payment Process      

Bill Collection and Verification

• Collect all invoices and bills from vendors and cross-check them against purchase orders or service agreements.
• Verify the accuracy of billed amounts and ensure they reflect delivered products or completed services.

 Transfer to Accounts Team

• Compile a detailed summary of verified bills, including relevant supporting documents (receipts, delivery notes).
• Submit the verified bills to the accounts team for processing within the specified timeline.
• Regularly follow up on payment statuses to ensure timely disbursement and maintain good vendor relations.

6. Travel Plan and Approvals   

Travel Plans by Employee Bands

• Band Option-1: Economy class tickets and shared accommodations in budget-friendly hotels.
• Band Option-2: Business class tickets and individual accommodations in mid-range or premium hotels.

Approval Process

• Receive travel requests from employees, specifying purpose, dates, and destinations.
• Validate requests against the company’s travel policy and ensure alignment with budgetary guidelines.
• Obtain necessary approvals from department heads or senior management before proceeding.
• Coordinate with travel agencies or booking platforms to finalize tickets and accommodations.
• Share detailed itineraries and booking confirmations with employees well in advance.

7. Accommodation Plans     

• Maintain an updated list of approved accommodations, categorized by location and employee band eligibility.
• Negotiate corporate rates with hotels and ensure agreements are up to date.
• Book accommodations based on employee requirements, ensuring comfort and adherence to budget.
• Provide employees with all necessary information, including check-in details and emergency contacts.

8. Vendor Management      

• Identify and on-board new vendors based on operational needs and maintain a thorough vetting process.
• Conduct regular price comparisons and market research to ensure competitive pricing.
• Schedule regular meetings with vendors to review service performance and address concerns.
• Maintain a transparent communication policy to ensure mutual trust and accountability.