Senior Admin Executive

TDF Diamonds & Gold is looking for an experienced, proactive and highly organized Admin Manager to oversee

all administrative operations across our retail stores, Head Office (HO) and PHI Clinic. The candidate will serve as

the single point of contact for all admin matters, directly managing 2 team members and ensuring smooth,

compliant and cost-effective operations across all locations. This role demands strong leadership, vendor

management expertise, multi-location coordination and a hands-on approach to problem-solving and operational

excellence.

KEY RESPONSIBILITIES

Oversee day-to-day admin operations across all stores, HO and PHI Clinic

Ensure all offices, stores and clinic premises are well-maintained, clean and fully operational

Manage housekeeping, security, pantry and general maintenance across all locations

Conduct regular visits and facility audits at all locations

Ensure all premises meet TDF Diamonds & Gold brand standards at all times

Identify, negotiate and finalise vendors for AMC, repairs, housekeeping, security, courier, stationery, and

pantry supplies

Ensure all vendor contracts are active, documented and renewed well before expiry

Track vendor performance regularly and take corrective action when required

Maintain a central vendor database with contracts, agreed rates and SLAs

Continuously explore cost-saving alternatives without compromising on quality or service

Maintain an updated asset register for all locations covering furniture, electronics and equipment

Track asset movements, repairs, replacements and disposals across stores, HO and clinic

Manage procurement and distribution of stationery, pantry, printing and office supplies

Conduct monthly asset and inventory audits at all locations

Ensure all licenses and statutory documents are valid and renewed on time across all locations

Track and manage: Shops & Establishment License, Trade License, Fire NOC, Signage Permissions, and

PHI Clinic-specific licenses

Maintain a license expiry tracker and initiate renewals at least 60 days in advance

Coordinate with legal and finance teams for timely and accurate compliance

E. Travel & Accommodation Management

Manage all employee travel bookings, including flights, trains and hotel accommodations

Ensure travel policy compliance and maintain strict cost control on all bookings

Handle travel reimbursements, documentation and vendor tie-ups for travel arrangements

Support the execution of company events, exhibitions and society events in coordination with the marketing team

Manage office infrastructure upgrades, renovations and repairs at all locations

Ensure all new store setups or clinic expansions are administratively ready before the launch date

Directly manage, guide and supervise 3 Admin Team Members across locations

Assign daily tasks and KFAs, track EOD updates and review performance weekly

Mentor and develop team members for improved efficiency and accountability

Conduct regular performance reviews and escalate concerns to HR when required

Ensure both team members always follow admin SOPS and company standards

Prepare and manage the annual admin budget across all stores, HO and PHI Clinic

Track and report monthly admin expenses to senior management

Identify and implement cost-saving opportunities across all admin functions

Ensure all admin expenses are within approved budgets and properly documented