Administration Specialist

Executive Office

Administration Specialist

Job Description

Job Summary

The Administration Specialist ensures smooth day-to-day office operations and plays a vital support role across all departments. From coordinating meetings and maintaining organized spaces, to managing Menarco’s unique Vertical Museum (MVM), this role requires attention to detail, initiative, and a deep respect for our values.

You will be the bridge between our vision and its execution—creating order, supporting clarity, and quietly powering the rhythm of our operations.

The Administration Specialist embodies Menarco’s dedication to the Entrepreneurial Operating System (EOS) and embraces our core values centered on people, planet, and the principles of integrity, courage, excellence, mindfulness, and empathy (ICEME). He/She is expected to resonate with Menarco’s passion for purpose, innovation, and a commitment to contributing to a greater good, epitomized by our mission to build better for every individual we impact.

Job Summary

Core Function

1. LMA

2. Administrative Support:

a. Maintain awareness of direct reports locations to guarantee timely document delivery and request completion.

b. Enforce and support the use of the company’s itinerary form for all subordinate travels.

c. Handle incoming correspondence (emails, letter) and oversee the Hello@Menarco inbox

d. Proactively manage meeting logistics, ensuring seamless support before, during and after each session.

e. Receive and direct calls made through 0917-Menarco and connect inquiries to the concerned department

f. Welcome and assist visitors; coordinate parking slot requests and lobby access.

g. Coordinate MVM tour scheduling with the Marketing Team

h. Submit reports on time; proactively track pending tasks across departments

i. Assist with ad-hoc administrative tasks and projects as needed

j. Strictly adhere to all confidentiality policies and maintain the security of sensitive information at all times.

3. Office & Facility Management:

a. Maintain an efficient office and pantry supply system with regular inventory checks.

b. Ensure the lobby and meeting rooms are consistently clean, presentable and appropriately attended

c. Coordinate with the Property Management Office for maintenance issues.

4. Records Management

a. Maintain complete and updated MVM inventory records

b. Organize company records by department and ensure filing systems are audit-ready

c. Manage storage areas and coordinate with the Data Privacy Officer and Finance for documentation disposal in compliance with protocols.

Required Qualification

Education & Experience

Associate’s or Bachelor’s Degree in Business Administration or related field
2-3 years experience in office administration or similar role
Excellent interpersonal and customer service skills
Strong administrative and record-keeping abilities
Proficiency in Word, Excel, Powerpoint
Outstanding written and verbal communication skills

Administration Specialist