JOB PURPOSE

The PA & Administration Manager ensures efficient executive support, smooth administrative operations, high-level coordination, and effective communication across all Homes Universal subsidiaries. The role supports the Executive Chairman directly while ensuring organizational discipline and operational excellence.

KEY DUTIES & RESPONSIBILITIES

• Executive Support & Coordination
  • Manage Executive Chairman’s calendar, appointments, and schedules.
  • Prepare briefs, reports, presentations, and communication materials.
  • Handle confidential information professionally.
  • Follow up action points across departments and subsidiaries.
  • Organize high-level meetings, conferences, expos, and site visits.
• Administrative Management
  • Oversee all administrative operations for Homes Universal subsidiaries.
  • Supervise admin staff, receptionists, office assistants, drivers, and service providers.
  • Maintain inventory, stationery, equipment, utilities, and office supplies.
  • Ensure clean, safe, and well-functioning office environments.
• Communication & Documentation
  • Draft official letters, memos, and communication.
  • Prepare minutes, action plans, and follow-up reports.
  • Maintain organized physical and digital filing systems.
  • Manage corporate correspondence with stakeholders.
• Office & Facility Coordination
  • Ensure office cleanliness, maintenance, security, and space organization.
  • Coordinate with landlords, facility managers, ICT teams, and suppliers.
  • Oversee repairs, logistics, and utilities management.
• Event, Meeting & Travel Management
  • Organize board meetings, expos, functions, workshops, and VIP events.
  • Arrange travel logistics, accommodation, and itineraries.
  • Prepare meeting documentation and presentations.
• Reporting & Performance Monitoring
  • Prepare weekly and monthly administrative reports.
  • Track KPIs for admin teams and ensure compliance.
  • Support budget forecasts and monitor admin expenditures.
• Leadership & Staff Management
  • Train and supervise administrative staff.
  • Conduct performance reviews and enforce discipline.
  • Promote teamwork, communication, and efficiency.

SKILLS & EXPERTISE REQUIRED

• Core Administrative Skills:
• Excellent communication and writing abilities.
• Strong organizational and planning skills.
• Professional documentation, reporting, and minute-taking skills.
• Knowledge of administrative procedures and corporate etiquette.

Technical Competencies:

• Proficiency in MS Office (Word, Excel, PowerPoint, Outlook).
• Knowledge of CRM/ERP systems.
• Strong understanding of procurement processes.
• Records management and data handling.

Soft Skills:

• High integrity and confidentiality.
• Emotional intelligence, diplomacy, and professionalism.
• Strong leadership and people-management abilities.
• Ability to multitask and work under pressure.

EDUCATION & QUALIFICATIONS

• Bachelor’s degree in Business Administration, Management, Office Administration, PR or related field.
• Diploma in Secretarial Studies, Office Management, or Business Administration (added advantage).
• Professional Executive PA training preferred.
• Additional training in project management, HR basics, or ERP systems is an advantage.

EXPERIENCE REQUIREMENTS

• Minimum 5–7 years administrative and executive support experience.
• Experience managing admin teams or an executive office.
• Experience working in a fast-paced, multi-subsidiary corporate environment.

KEY TRAINING AREAS

• Executive PA training.
• Office Administration & Records Management.
• Corporate communication & professional writing.
• Leadership & people management.
• Time management & organizational skills.
• ERP/CRM systems training.
• Professional ethics & confidentiality.

EXPECTED OUTPUTS & KPIs

• Timely coordination of executive schedules and communication.
• Efficient administrative operations across subsidiaries.
• Accurate reports, minutes, and correspondence.
• Optimal office organization and resource management.
• Effective staff performance and discipline.
• Compliance with policies, procedures, and reporting timelines.