Admin Assistant (Male,FMCG Mandatory exp)

Job Description & KPIs – Admin Assistant (Male)

Position Details

Position Title: Admin Assistant

Department: Admin

Reports To: Admin Manager / HR & Admin Manager

Driving License: Mandatory

Job Purpose

To support the Admin Department in all day-to-day operations, conduct market visits for purchasing and admin requirements, collect quotations, prepare comparison sheets, follow up on project sites, and ensure smooth coordination with suppliers, vendors, and internal departments.

Key Responsibilities

A. Market Visits & Procurement Support

· • Visit markets, suppliers, and vendors for admin-related purchases.

· • Collect quotations and negotiate prices when required.

· • Prepare detailed price comparison sheets.

· • Ensure purchased items meet required specifications.

· • Deliver and collect documents/materials as assigned.

B. Administrative Operations

· • Assist with filing, documentation, and record maintenance.

· • Follow up with suppliers on deliveries and service timelines.

· • Coordinate office repairs, maintenance, and service requirements.

· • Manage petty cash if assigned and maintain proper tracking.

· • Maintain inventory of office/admin supplies.

C. Project Support

· • Visit project sites (shops, warehouses, offices) to check work progress.

· • Submit update reports with photos and videos.

· • Coordinate with contractors, technicians, electricians, and carpenters.

· • Ensure tasks are completed within timelines and as per specification.

D. Coordination & Communication

· • Coordinate between HR, Admin, IT, Purchase, Warehouse, and other teams.

· • Maintain professional communication with suppliers and vendors.

· • Prepare weekly reports for the Admin Manager.

E. Compliance & Safety

· • Follow all company policies and administrative procedures.

· • Maintain confidentiality of documents and admin data.

· • Ensure safe and compliant handling of company documents and materials.

Key Performance Indicators (KPI)

1. Market & Procurement Efficiency (30%)

· • Timely collection of quotations.

· • Accuracy of comparison sheets.

· • Completing purchases within approved budgets.

· • Vendor coordination and timely delivery.

2. Project Site Follow-Up (25%)

· • Number of field visits completed as scheduled.

· • Quality of update reports (photos/videos).

· • Timely completion of project-related tasks.

· • Effective coordination with contractors.

3. Administrative Operations & Documentation (20%)

· • Accuracy and organization of admin documents.

· • Timely submission of bills, reports, and files.

· • Proper maintenance of supply inventory.

4. Communication & Coordination (15%)

· • Timely communication with departments.

· • Professional interaction with suppliers.

· • Zero delays due to follow-up issues.

5. Discipline, Attendance & Compliance (10%)

· • Punctuality and attendance.

· • Following company admin procedures.

· • Professional behaviour during field visits.

Job Type: Full-time