[F/2026/010X] Executive Officer, Administration, Corporate Services (1 position)

The job holder is responsible for overseeing core administrative operations with a focus on document management, records governance, office services, digital transformation, and sustainability initiatives. The role ensures efficient support services, robust governance standards, and seamless office operations in alignment with organisational objectives and compliance requirements.

Roles & Responsibilities:

A. Administration & Office Operations (Primary Role)

A1. Document Management & Records Governance

• Oversee the digitalisation, organisation, control, and governance of physical and electronic records
• Ensure compliance with document retention, archival, and disposal policies and regulatory requirements
• Maintain document version control, filing standards, and records integrity across departments
• Conduct periodic audits to ensure adherence to document management SOPs and governance frameworks

A2. Office Supplies, Equipment & Administrative Procurement

• Manage procurement of office supplies, equipment, and general administrative services
• Monitor inventory levels, supplier performance, and purchasing activities
• Oversee asset tagging, inventory tracking, and service contracts (e.g. telecommunication, printing, utilities)
• Ensure cost control and compliance with procurement policies

A3. Facilities, Meeting Rooms & Space Management

• Oversee meeting room scheduling, readiness, and administrative support
• Coordinate internal and external space or facility rentals, including bookings and payments where applicable
• Maintain accurate scheduling systems and ensure timely communication with stakeholders

A4. Pantry & Refreshment Services

• Manage pantry operations and vendor engagements
• Ensure cost efficiency, hygiene standards, and operational effectiveness

A5. Internal Administrative Communications

• Maintain staff directories and internal contact records
• Issue administrative circulars, office guidelines, and operational communications
• Ensure timely updates relating to staff movements and organisational changes

A6. Administrative Digitalisation & Process Optimisation

• Support and implement administration‑related digital transformation initiatives
• Identify opportunities to streamline and automate administrative processes
• Coordinate with IT on system requirements, data migration, and optimisation
• Support user adoption through training, documentation, and change‑management initiatives

B. Sustainability & ESG Initiatives (Secondary Role)

• Support and drive sustainability and ESG initiatives within administrative operations
• Promote paperless processes, waste reduction, recycling, and responsible resource usage
• Support energy‑efficiency initiatives across office operations
• Track and report sustainability metrics and identify opportunities for continuous improvement

C. Additional Duties

• Provide administrative support for corporate events, meetings, and organisational activities
• Assist in the development and review of administrative policies, procedures, and SOPs
• Serve as a central point of coordination for office and workplace management matters
• Support audits, compliance reviews, and corporate reporting related to administrative functions
• Undertake other duties as assigned by the Head of Administration or Director of Corporate Services

Minimum Requirements:

• Bachelor's degree in Business Administration, Management, or a related discipline
• Minimum 1 - 3 years of relevant experience in administration, office operations, or document management
• Experience coordinating or leading administrative functions is preferred
• Exposure to sustainability or ESG‑related initiatives is an advantage
• Strong organisational, planning, and time‑management skills
• Sound knowledge of document management principles and digital records systems
• Understanding of procurement and vendor management processes
• Strong written and verbal communication skills
• Proficiency in Microsoft Office and administrative systems
• Ability to work independently while managing multiple priorities
• Detail‑driven, dependable, and highly professional
• Demonstrates discretion, integrity, and confidentiality
• Effective collaborator with strong stakeholder engagement skills
• Committed to continuous improvement and sustainable business practices

The closing date for this vacancy will be on Tuesday, 5th May 2026.

If you do not hear from the BEDB within 30 days from the closing date, please consider your application unsuccessful.