Admin Executive

What you will do on your journey with WebBeds.

As an Admin Executive, you will play a key role in supporting the smooth day-to-day operations of WebBeds by ensuring an efficient, organized, and professional office environment. Working closely with local teams and key internal stakeholders, you will be responsible for office administration, documentation management, facilities coordination, and operational support that enables the business to run seamlessly. You will act as a central point of contact for office-related matters, liaising with landlords, building management, vendors, and service providers to ensure all administrative and workplace needs are effectively managed.

This role requires a highly organized, proactive, and detail-oriented individual with strong communication, coordination, and problem-solving skills. In addition to office operations, you will support HR-related activities such as onboarding and offboarding, employee documentation, internal communications, and event coordination. By maintaining efficient processes, managing multiple priorities, and fostering a positive workplace experience, you will play an important role in supporting operational excellence and contributing to a collaborative, high-performing environment.

In this role you will:

Key responsibilities

• Workplace management: Manage day-to-day operations to ensure the office environment is organized, efficient, and fully operational, including facilities, equipment, and overall workplace readiness.
• Administrative and communication support: Coordinate office communications by handling logistics, mail, and packages, while providing cross-functional support to the Sourcing, Sales, and Customer Service teams.
• Vendor and facility coordination: Act as the main liaison for vendors, landlords, and building management, ensuring inventory is maintained, orders are placed, and repairs are completed on time.
• Compliance and documentation: Maintain workplace standards, ensuring all relevant licenses and administrative records are renewed and that digital files and IT equipment tracking are kept accurate.
• Employee experience and onboarding: Support the onboarding and offboarding process by coordinating documentation, equipment setup, and ID cards in close collaboration with global IT stakeholders.
• Event and meeting logistics: Coordinate internal events and employee engagement initiatives, while managing meeting room logistics and refreshments for visiting suppliers and management.

The skills we would love to see in your suitcase!

• Diploma or Bachelor’s degree in Business Administration, Human Resources, Office Management, or a related field. 
• Prior experience in office administration, administrative support, or a similar role, with proven ability to manage day-to-day office operations in a fast-paced environment. 
• Strong understanding of office administration processes and basic HR administrative practices, including employee documentation, onboarding, offboarding, and record management. 
• Proficiency in Microsoft Office applications, particularly Microsoft Word, Microsoft Excel, and Microsoft PowerPoint. 
• Strong organizational and multitasking skills, with the ability to manage multiple priorities, coordinate activities, and meet deadlines effectively. 
• High level of accuracy and attention to detail, particularly in documentation, record-keeping, reporting, and administrative processes. 
• Excellent communication and interpersonal skills, with the ability to build effective working relationships and communicate confidently across all levels of the organization. 
• Proactive, reliable, and highly accountable, with the ability to work independently, take initiative, and handle confidential information with professionalism and discretion. 
• Strong coordination and problem-solving abilities, with experience managing vendors, facilities, stakeholders, and operational requirements efficiently. 
• Positive, adaptable, and team-oriented mindset, with a customer-focused approach and the ability to thrive in a dynamic environment at WebBeds.