Admin Executive

To support in conducting comprehensive inventory verification, data reconciliation, and ITeFM records clean-up. The role will assist in establishing an accurate inventory baseline, ensuring asset records are complete and up to date, and restoring the corresponding preventive maintenance schedules for verified assets. This position is project-focused and dedicated to supporting inventory integrity and compliance requirements arising from audit findings and client directives.

Key Responsibilities:

Inventory Verification Support

• Coordinate and support physical verification of assets across sites and facilities.
• Compare physical asset findings against records maintained in ITeFM.
• Maintain inventory verification logs and discrepancy registers.
• Track verification progress and prepare status updates for management review.

Data Reconciliation & Clean-Up

• Investigate discrepancies between physical assets and ITeFM records.
• Identify and document:
• Missing assets reflected in ITeFM but not found on site.
• Newly installed assets not captured in ITeFM.
• Unmapped or "phantom" assets requiring record validation.
• Support reconciliation and rectification of inventory records in ITeFM.
• Ensure completeness and accuracy of inventory documentation.

ITeFM Administration

• Update and maintain asset records within ITeFM.
• Perform data entry and records clean-up activities.
• Ensure asset information, locations, equipment details and maintenance requirements are accurately reflected in the system.
• Generate reports and supporting documentation required for management and client reviews.

Preventive Maintenance Schedule Restoration

• Assist in mapping verified assets to the correct maintenance regimes.
• Update preventive maintenance schedules and servicing plans in ITeFM.
• Verify that all newly reconciled assets are incorporated into the appropriate maintenance programmes.
• Support monitoring of maintenance schedule compliance.

Documentation & Reporting

• Maintain project records, reconciliation reports and supporting evidence.
• Prepare periodic progress reports and dashboards on verification status.
• Compile inventory-related documentation for audits, inspections and client submissions.
• Ensure proper filing and records management in accordance with company procedures.

Stakeholder Coordination

• Liaise with operations personnel, site teams, supervisors and technical staff during asset verification activities.
• Coordinate with client representatives and internal stakeholders where necessary to clarify inventory discrepancies.
• Support meetings and follow-up actions related to inventory verification and data clean-up initiatives.

Education & Experience

• Minimum Diploma, Higher NITEC, or equivalent qualification.
• At least 1 to 2 years of administrative, data management or asset management experience.
• Experience in facilities management, engineering support services or asset inventory administration will be advantageous.

Skills & Competencies

• Proficient in Microsoft Excel, Word and Outlook.
• Strong attention to detail and data accuracy.
• Good analytical and problem-solving skills.
• Able to manage large volumes of data systematically.
• Good communication and coordination skills.
• Ability to work independently and meet project timelines.