Admin Executive

Overview

The Admin Executive role is pivotal for ensuring the effective day-to-day management of Nest Campus's administrative functions. This position encompasses overseeing office administration, managing facilities, vendor engagement, record keeping, and providing cross-departmental administrative assistance.

Primary Duties

• Manage routine administrative operations across the campus.
• Organize and maintain both physical and digital files, including confidential materials.
• Keep office inventories updated to ensure availability of necessary supplies and stationery.
• Compile administrative documentation such as reports, official letters, and correspondence.
• Arrange meetings by coordinating agendas and capturing minutes when necessary.
• Maintain comprehensive records for employees and campus administration.
• Coordinate with housekeeping, security, maintenance, and other facility services to sustain smooth operational workflows.
• Monitor and schedule maintenance for office equipment and ensure campus premises remain clean, safe, and well-maintained.
• Track and handle maintenance requests in collaboration with vendors to ensure quick resolutions.
• Manage vendor relations including obtaining quotations, handling purchases, and ensuring service contracts are adhered to.
• Initiate purchase requests and supervise the supply chain for office equipment and materials.
• Keep vendor accounts updated and oversee timely invoice processing.
• Welcome and assist visitors to provide a polished front-office experience.
• Manage visitor access protocols, schedule meetings, and handle all incoming communications efficiently.
• Ensure that administrative documentation complies with organizational policies and assists in internal audit processes.
• Support departments such as HR, Finance, and Operations through administrative assistance.
• Arrange travel, accommodation, and transportation for employees when necessary.
• Help coordinate campus events, training, meetings, and initiatives for employee engagement.
• Prepare administrative reports on a daily, weekly, and monthly basis.
• Monitor administrative expenditures and aid in budget management.
• Identify operational issues and suggest improvements to optimize administrative efficiency.

Qualifications and Skills

• Degree holder in Business Administration, Commerce, Management, or related fields.
• 2 to 5 years’ experience in administration, office management, or facility administration.
• Exposure to educational institution environments or campus administration is advantageous.
• Strong organizational competencies and multitasking capabilities.
• Excellent communication skills, both verbal and written.
• Proficiency in Microsoft Office applications including Excel, Word, PowerPoint, and Outlook.
• Expertise in documentation and record management.
• Effective vendor liaison and negotiation skills.
• Ability to prioritize and meet pressing deadlines.
• Professional demeanor coupled with excellent customer service orientation.
• Capacity to handle confidential information sensitively.
• Robust problem-solving and interpersonal skills.

Additional Information

This is a full-time, entry-level position based in Sharjah, United Arab Emirates. The role is hosted onsite. Candidates should be aware that the company serves as a connecting platform and advises applicants to independently verify employer credentials and remain vigilant about privacy and security when applying.