Job Description
Office & Facility Management
• Oversee day-to-day office operations, including maintenance, housekeeping, security, and utilities management
• Coordinate with vendors and service providers for facility-related services (cleaning, repairs, supplies procurement)
• Ensure workplace safety standards and compliance with local regulations
• Manage office inventory, assets, and equipment tracking
Administrative Support
• Provide comprehensive administrative support to senior leadership and department heads
• Organize and coordinate meetings, conferences, events, and corporate functions
• Handle travel arrangements, visa processing, and accommodation bookings for employees
• Maintain accurate records of administrative activities, contracts, and agreements
Procurement & Vendor Management
• Source, evaluate, and negotiate with vendors for office supplies, services, and equipment
• Process purchase orders, invoices, and payment requests in coordination with Finance
• Monitor vendor performance and ensure timely delivery of services
• Maintain vendor database and contract documentation
Policy & Compliance
• Implement and enforce company administrative policies and procedures
• Ensure compliance with labor laws, statutory requirements, and internal governance frameworks
• Assist in audits and regulatory inspections related to administrative functions
• Update and maintain standard operating procedures (SOPs) for administrative tasks
Employee Engagement & Coordination
• Support employee onboarding and offboarding processes (workspace setup, access cards, IT equipment)
• Coordinate internal communication channels and distribute company announcements
• Facilitate employee engagement initiatives, team-building activities, and welfare programs
• Serve as a point of contact for employee queries related to administrative matters
Budget & Cost Control
• Assist in preparing and monitoring the administrative budget
• Track expenses, identify cost-saving opportunities, and recommend efficiency improvements
• Prepare periodic reports on administrative expenditures and operational metrics
Position Requirement
Education & Qualifications
• Bachelor's degree in Business Administration, Human Resources, Management, or a related field
• Professional certifications in administration, facility management, or HR (preferred but not mandatory)
Experience
• 3-5 years of progressive experience in administration, office management, or facilities coordination
• Prior experience in e-commerce, retail, FMCG, or multinational corporate environments is highly desirable
• Proven track record in vendor management, procurement, and budget oversight
Technical Skills
• Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint, Outlook)
• Familiarity with ERP systems (e.g., SAP, Oracle) or HRIS platforms is an advantage
• Strong data management and reporting capabilities
Core Competencies
• Organizational Excellence: Ability to prioritize tasks, manage deadlines, and maintain high standards of accuracy
• Communication: Excellent verbal and written communication skills in English; proficiency in Sinhala and/or Tamil is a plus
• Problem-Solving: Resourceful and solution-oriented mindset with the ability to handle unexpected challenges
• Interpersonal Skills: Collaborative approach with the ability to build relationships across departments and levels
• Attention to Detail: Meticulous in documentation, record-keeping, and process execution
• Adaptability: Comfortable working in a dynamic, fast-paced environment with changing priorities
Personal Attributes
• High level of integrity, professionalism, and confidentiality
• Proactive, self-motivated, and able to work independently
• Customer-service orientation with a focus on employee satisfaction
• Strong sense of ownership and accountability
