Admin Executive

Job Description:

The Admin Executive will provide high-level administrative and executive support to senior management and ensure the efficient day-to-day operation of the office & factory. The role requires strong organizational skills, attention to detail, discretion, and the ability to manage multiple priorities in a fast-paced environment.

Here's a glimpse of what you'll do…

General Task Management

• Manage and oversee general office & factory administration, including supplies, equipment, and facility management.
• Handle correspondence, emails, and communication with internal and external stakeholders.
• Maintain and update company records, files, and databases.
• Support HR in employee documentation, attendance records, and onboarding formalities.
• Coordinate travel arrangements, hotel bookings, and transportation for staff and visitors.
• Assist in organizing meetings, preparing minutes, and following up on action items.
• Liaise with vendors, service providers, and landlords for office-related requirements.
• Ensure compliance with company policies, health & safety standards, and government regulations.
• Manage petty cash, office budgets, and administrative expense reporting.
• Provide general administrative support to different departments as required.
• Provide support to different departments regarding administrative and logistical requirements.
• Monitor employees' monthly attendance reports and ensure proper filing and record-keeping monthly.
• Oversee office requirements, including stationery, consumables, and equipment.
• Assist in the preparation of administrative budgets and track expenses to ensure proper control and reporting.
• Oversee the cleaning and maintenance of the building and all company facilities. Also, follow up the security guards.
• Follow up on employees' training programs and maintain up-to-date training reports on a weekly or monthly basis.
• Oversee medical and facility insurance and ensure timely annual renewal and updates.
• Follow up on all government and non-government documents and ensure they are regularly updated on a weekly or monthly basis.

Qualifications

• Bachelor's degree in business administration, Management, or related field.
• Courses specialized in Human Resources Management or Administrative Affairs is preferred.

Skills

• Proven experience (2–4 years) in office administration or executive support role.
• Strong organizational and multitasking skills.
• Proficiency in MS Office (Word, Excel, PowerPoint, Outlook).
• Excellent communication and interpersonal skills.
• Ability to work independently and handle confidential information.
• Problem-solving mindset with attention to detail.

• Taking Responsibility. Working with team spirit.

• Team player with strong organizational skills.

• Outstanding verbal and written communication skills. Strong command over English speaking and writing.

• Taking Responsibility

• Strong ability to generate reports and conduct data analysis, strong presentation skills

• A results-driven approach and a keen eye for detail.

• Strong ability to generate reports and conduct data analysis, strong presentation skills

Relationship Management

• Work as part of the Management team to share ideas and improve operation, recommending, supporting and implementing continuous improvement activities and process and procedure improvements to optimize results and improve quality of delivery, in line with quality standards requirements delivery in line with Company and Customer requirements.
• Develop and maintain strong relationships with internal and external stakeholders to ensure optimal performance.
• Work collaboratively, negotiate and engage with key stakeholders to facilitate delivery and compliance with the administration strategy.

Here is some of what you'll need (required)…

• Relevant HR or business/commercial degree.
• Prior experience of working in HR / Administration / or manufacturing environment with a comprehensive knowledge of Administration processes and procedures.
• Comprehensive knowledge of government procedures, platforms, and processes for completing official transactions.

• Proven experience in managing relationships with suppliers and stakeholders.

• Proficiency in Microsoft Office.

• Good technical and IT skills, working knowledge of SAP, Workday or Netsuite will be advantage.
• Good knowledge of health, safety, and security procedures.

This position reports to:

· Administration Manager

At Nextpower, we are driving the global energy transition with an integrated clean energy technology platform that combines intelligent structural, electrical, and digital solutions for utility-scale power plants. Our comprehensive portfolio enables faster project delivery, higher performance, and greater reliability, helping our customers capture the full value of solar power. Our talented worldwide teams are redefining how solar power plants are designed, built, and operated every day with smart technology, data-driven insights, and advanced automation. Together, we're building the foundation for the world's next generation of clean energy infrastructure.