Administrator

Job Summary

At Fluid Codes, the Administrator plays a vital role in ensuring the smooth and efficient functioning of our workplace. This position is responsible for managing daily office operations, providing high-level administrative support, coordinating internal events and meetings, and overseeing all aspects of facility and procurement management. The ideal candidate is detail-oriented, proactive, and capable of balancing multiple responsibilities while supporting staff and executive needs.

Job Responsibilities:

Office Management

• Oversee daily office operations, ensuring a clean, organized, and efficient workspace. Manage office supplies, equipment, and facilities to support staff needs.

Administrative Support

• Provide clerical assistance to management and staff, including scheduling meetings, managing calendars, and handling correspondence. Prepare and maintain company documentation and records.
• Managing courier & mail services.

Event and Meeting Coordination

• Organize company events, meetings, and conferences. Handle logistics such as venue booking, catering, and preparation of materials.
• Arrange executive lunch, dinner, etc. for guests and visitors.
• Manage emails & calendar of executive personals.

Facility Management

• Oversee the daily operations and maintenance of facility systems, ensuring optimal performance and safety.
• Implement and manage a preventive maintenance schedule to minimize downtime and extend the lifespan of facility assets.
• Assist in space planning and office layout adjustments to meet organizational needs.
• Develop and manage the facility’s budget, monitoring expenses and ensuring financial efficiency.
• Ensure compliance with all local, state, and federal regulations related to building operations and safety standards.
• Plan and oversee facility renovations, expansions, or upgrades, managing all stages from design to completion.
• Maintain accurate records of maintenance activities, vendor contracts, and facility-related documentation.
• Respond promptly to facility-related issues and emergencies, coordinating necessary repairs or adjustments.
• Coordinate for parking facilities as advised by the management.
• Facilitate rent-a car services based on management advise and ensure to track the usage accordingly.

Procurement

• Regularly monitor inventory levels to anticipate procurement needs. This includes tracking stock levels, forecasting demand, and initiating purchase orders to replenish supplies before they run low.
• Ensure that all procurement activities adhere to company policies, industry regulations, and legal requirements. Maintain comprehensive records of all procurement transactions, including contracts, invoices, and correspondence, to facilitate audits and reviews.
• Work closely with other departments, such as finance, operations, and logistics, to ensure that procurement activities align with organizational needs and objectives.
• Maintain and nurture relationships with existing suppliers to ensure reliable and timely delivery of goods and services. This involves regular communication to address any issues, negotiate terms, and ensure that suppliers meet quality and delivery standards.