Administrative Specialist

JOB PURPOSE

The Administration Specialist is responsible for executing and supporting daily administrative operations to ensure smooth, efficient, and compliant business activities. The role focuses on coordination, documentation, vendor support, and administrative services while contributing to process improvement and cost efficiency.

I. KEY RESPONSIBILITIES

1. Administration Operations

• Handle day-to-day administrative tasks including office management, logistics, documentation, and record keeping.

• Manage office supplies, equipment, and facilities to ensure smooth operations.

• Support internal communications, official correspondence, and document control.

• Coordinate travel arrangements, meetings, and company events when required.

• Ensure timely processing of administrative requests from internal stakeholders.

2. Procurement & Vendor Coordination

• Support procurement activities such as sourcing, quotation collection, and vendor comparison.

• Coordinate with vendors on contracts, delivery, and service quality.

• Assist in monitoring vendor performance and maintaining vendor database.

• Ensure procurement activities follow internal policies and procedures.

3. Compliance & Documentation

• Ensure all administrative processes comply with company policies and relevant regulations.

• Maintain proper documentation and filing systems (physical and digital).

• Support audits by preparing necessary administrative documents.

4. Budget & Cost Control

• Track and monitor administrative expenses and support budget control activities.

• Process payments and maintain records of administrative costs.

• Propose cost-saving initiatives where applicable.

5. Reporting & Improvement

• Prepare periodic reports on administrative activities, expenses, and vendor performance.

• Identify inefficiencies and suggest improvements to administrative processes.

• Support implementation of new policies, tools, and systems.

II. JOB REQUIREMENTS

1. Education: Bachelor’s degree in Business Administration, Management, Finance, or related fields.

2. Experience

• 2–5 years of experience in administration, office operations, or related roles.

• Experience in procurement support or vendor coordination is a plus.

3. Skills

• Strong organizational and coordination skills

• Good communication and interpersonal skills

• Attention to detail and problem-solving ability

• Proficiency in Microsoft Office (Excel, Word, PowerPoint)

• Ability to manage multiple tasks and meet deadlines

4. Personal Attributes

• Responsible and detail-oriented

• Proactive and willing to learn

• Able to work independently and as part of a team

• High integrity and professionalism

III. KEY PERFORMANCE INDICATORS (KPIs) (Optional but recommended)

• Timeliness and accuracy of administrative support

• Cost control vs. budget

• Vendor service quality and compliance

• Internal stakeholder satisfaction

• Process improvement initiatives