As an administrative officer, you will play a vital role in providing administrative support and assisting in the smooth operation of the office. You will be responsible for performing various clerical tasks, managing office supplies, and assisting in day-to-day administrative functions.

Main Responsibilities:

Repair and Maintenance:

• Coordinate and oversee building maintenance and repairs, including but not limited to civil, plumbing, electrical, mechanical, structural repairs and ensuring monthly washing of roofs
• Manage paintwork projects and ensure the overall upkeep of the premises
• Supervise electric and electronic appliances repair and maintenance
• Oversee woodwork projects and repairs as needed
• Periodic service and maintenance of company air conditioners and air coolers etc
• Ensuring administrative complaints are resolved immediately by keeping track of repair works and proactively work towards minimising them
• Maintain a log of maintenance

Janitorial Staff and Cleaning:

• Arrange for janitorial and cleaning services, ensuring cleanliness and hygiene standards are met
• Prepare cleaning schedule and ensure schedule is maintained
• Oversee cleaning staff schedules and performance

Purchasing and Vendor Dealings:

• Handle purchases of necessary supplies, equipment, and materials
• Negotiate with vendors to obtain the best possible deals and maintain positive relationships
• Ensuring all employee procurement requests are dealt with and processed within 24 hours

 Security and Safety:

• Implement and maintain security measures to safeguard company assets and personnel
• Liaise with security service providers to ensure adequate security coverage
• Develop and implement safety protocols and procedures to ensure a secure work environment
• Ensure safety before and after the events held at the premises
• Ensure training of security personnel
• Ensure security team is maintaining in and out register of labourers, vendors/contractors for record and return them while they leave the office
• Responsible for having a key management system for office building with proper tagging
• Manage any VIP Protocols with relevant teams

Asset Management:

• Prepare and maintain company asset lists including furniture fixture, electric and electrical appliances and ensure monthly audits with accounts team
• Control asset movement within or outside of the office with the help of security
• Company Generator:
• Ensuring fuel supplies and backup supplies
• Prepare generator record file
• Maintain generator maintenance record like oil change, service and necessary repairs
• Prepare generator usage report

Solar Panels/Electrical Room/CCTV/Transformer:

• Regular inspections for damage and cleanliness including monitoring performance and energy production of solar panels
• Regular inspections of electrical equipment room, systems and transformer for damage, proper ventilation and trimming of trees near transformer
• Routine checks to ensure camera functionality and positioning

Company Vehicles:

• Prepare list of all company vehicles
• Maintain log sheets of journeys
• Prepare vehicle service and maintenance sheet
• Prepare monthly vehicle usage reports

Government and Regulatory Compliance:

• Interface with government authorities such as LESCO, WASA, LDA, police etc and any other for utility-related matters like billing and trouble shooting
• Ensure compliance with relevant regulations and standards

Staff Support and Facilities Management:

• Coordinate staff food arrangements and manage related logistics
• Oversee daily administrative tasks to ensure smooth operations
• Provide support to other departments as needed
• Make arrangements for any indoor or outdoor event, shoot or any other activity

Ideal Candidate:

• Bachelor's degree or Intermediate with proven track experience in Administration, Management, or a related field.
• Proven experience in administration, facilities management, or related roles within the fashion apparel industry preferred.
• Strong organizational and multitasking skills with the ability to prioritize tasks effectively.
• Excellent communication and interpersonal skills.
• Proficiency in Microsoft Office Suite and other relevant software applications.