Admin Executive

Job Overview

The Admin Executive will oversee the efficient administrative functioning of Nest Campus on a daily basis. This position requires managing office operations, coordinating facility needs, handling records, supporting campus activities, managing vendor relations, and delivering administrative assistance across various departments. The ideal candidate should demonstrate excellent organizational, communication, and multitasking skills with a professional and service-driven mindset.

Primary Responsibilities

• Supervise daily campus administrative tasks to ensure smooth operations.
• Organize and maintain office files, records, and confidential documents in both physical and digital forms.
• Manage the inventory and supply of office stationery and materials efficiently.
• Draft administrative reports, official correspondence, and documents as required.
• Schedule meetings, prepare agendas, and take detailed minutes when needed.
• Keep precise employee and campus administrative records up to date.
• Collaborate with housekeeping, security, maintenance, and other service teams to maintain smooth campus functionality.
• Monitor and arrange timely servicing of office equipment and ensure the upkeep of campus facilities including safety and cleanliness.
• Coordinate and track maintenance requests and work with vendors for quick resolution.
• Manage vendor interactions by obtaining quotations, facilitating purchases, and overseeing service agreements.
• Generate purchase requests and oversee the timely delivery of office supplies and equipment.
• Maintain vendor documentation and ensure prompt processing of invoices.
• Greet visitors professionally and manage front-office reception duties.
• Coordinate access for visitors and schedule meetings accordingly.
• Handle incoming communications including calls, emails, and couriers efficiently.
• Ensure all administrative documentation complies with company policies.
• Assist audit processes by organizing and providing necessary administrative records.
• Adhere to campus administrative protocols consistently.
• Provide administrative support to HR, Finance, Operations, and other departments as needed.
• Arrange travel, accommodation, and transportation for employees when required.
• Help organize campus events, training sessions, meetings, and employee engagement activities.
• Prepare administrative reports on a daily, weekly, and monthly basis.
• Monitor administrative expenses and assist with budget tracking efforts.
• Identify operational issues and suggest improvements to boost administrative effectiveness.

Qualifications & Skills

• Bachelor's degree in Business Administration, Commerce, Management, or a related discipline.
• Between 2 to 5 years of experience in administration, office management, or facility administration.
• Experience working within educational institutions or managing campus operations is considered beneficial.
• Strong organizational and multitasking capability.
• Excellent verbal and written communication skills.
• Proficient in Microsoft Office suite including Excel, Word, PowerPoint, and Outlook.
• Skilled in documentation and record keeping.
• Effective at vendor coordination and negotiation.
• Ability to prioritize tasks efficiently and meet deadlines reliably.
• Professional demeanor with excellent customer service aptitude.
• Capacity to maintain confidentiality and manage sensitive information responsibly.
• Strong interpersonal and problem-solving abilities.