Admin Business Executive

Position Summary:
We are seeking an experienced Admin / Business Executive to support our Administration and Business operations.
The ideal candidate will bring at least 2-5 years of experience in the oil & gas industry, with a strong track record in Administration-Operations, Business Management.
Key Job Responsibilities – Admin / Business Executive
1. Administrative Support
i. Oversee daily office operations, including establishing and maintaining office procedures and filing systems.
ii. Coordinate travel arrangements for staff members (where required), including itinerary planning, accommodation booking, and transportation arrangements, as well as scheduling meetings.
iii. Coordinate and facilitate meetings (where required), prepare agendas, record minutes, and follow up on action items.
2. Document Management
i. Oversee document control and records management, ensuring all project documentation is organised, up-to-date, and stored securely.
ii. Develop and maintain a centralised digital document management system for easy access, retrieval and reference.
iii. Ensure proper documentation standards are followed, including formatting, version control, and compliance with company policies and industry regulations.
iv. Track and archive contracts, agreements, permits, and other key project documentation.
3. Minor Procurement and Inventory Management
i. Handle minor office procurement activities, including obtaining quotes, negotiating with vendors, and preparing purchase orders.
ii. Maintain an inventory of office and project supplies, and ensure timely replenishment.
iii. Coordinate with local vendors and suppliers to ensure the timely delivery of goods and services.
iv. Support budget tracking by maintaining records of procurement activities and expenditures.
4. Research and Reporting
i. Conduct project-related research, including market analysis, industry trends, and regulatory requirements.
ii. Compile industry-related data, analyse performance metrics, and monitor key indicators.
5. Website Information Management
i. Responsible for updating the company website and LinkedIn page with relevant information, especially with relevant industry happenings
ii. Ensuring that key milestones achieved on the company project(s) for public consumption are uploaded to the website promptly
iii. Liaise with the website maintainer to ensure the site runs smoothly and consistently.
6. Team and Office Organisation
i. Schedule, organise, and manage meetings, including preparing agendas, taking minutes (where required), and following up on action items.
ii. Organise and maintain a structured and productive office environment.
iii. Facilitate effective team communication and information flow.
iv. Assist in the preparation of training materials and organise team-building activities.
7. Compliance and Governance
i. Promote adherence to company policies, safety protocols, and industry regulations.
ii. Prepare project documentation for audits, inspections, and compliance reviews.
iii. Support the implementation and monitoring of company-wide governance and compliance initiatives.
iv. Manage Inquiries: Handle inquiries from internal teams and external stakeholders promptly and professionally.
8. Light-Duty Support Functions
i. Handle general office management tasks such as photocopying, scanning, and filing.
ii. Assist in organising project and company events, including workshops, training sessions, and conferences.
iii. Act as a point of contact for facility-related issues, coordinating with facility management for maintenance and repairs.