Administrative Officer / Executive Administrator

Reporting to: Business Owner / Managing Director

Acquire Intelligence exists to help businesses unlock smarter ways of working. We believe that by combining the best of people, process, and automation, companies can grow faster and operate with greater confidence. Our purpose is to remove complexity, improve performance, and drive intelligent transformation for organizations around the world.

As an Acquire Intelligence employee, your role is vital in achieving and exceeding individual and team targets that support company objectives, while ensuring strong governance, confidentiality, and operational efficiency across the business. You are also responsible for complying with and enforcing procedures aligned with our information security and confidentiality policies.

As a values‑led organization, we expect all our team members to exemplify our four values of Curious and Clever, Entrepreneurial Energy, Fast with Intent, and Laugh and Learn.

A SNAPSHOT OF YOUR ROLE

We are hiring a proactive, highly organized, and trustworthy Administrative Officer to centralize and manage administrative work across multiple business entities. This role consolidates administrative tasks currently handled by different stakeholders and managers, allowing leaders to focus on strategic and operational priorities.

You will be responsible for end‑to‑end administrative coordination, external liaison work, form completion, documentation, and finance‑related administrative support. Due to the confidential nature of business and financial information, this role is work‑from‑office and requires a high level of discretion, ownership, and professionalism.

KEY RESPONSIBILITIES

Administrative & Coordination Support

• Handle day‑to‑day administrative tasks across multiple business units
• Book appointments and services (e.g., vehicle servicing, truck maintenance, inspections)
• Coordinate flight bookings, travel arrangements, and related documentation as required
• Liaise with external service providers, suppliers, and government or regulatory bodies
• Complete and submit forms, applications, and documentation on behalf of the business

Liaising & External Communication

• Act as the main point of contact for insurance providers to ensure all company vehicles and assets are properly insured
• Follow up on renewals, documentation, and compliance requirements
• Communicate with banks, utility providers, vendors, and other relevant organizations
• Track progress and ensure timely resolution of administrative requests

Documentation, Filing & Records Management

• Maintain organized physical and digital filing systems for contracts, licenses, insurance documents, and correspondence
• Ensure documents are up to date, accurately filed, and easily retrievable
• Handle confidential information with strict adherence to data privacy and security standards

Finance & Data Entry Support

• Support the finance team with administrative tasks such as basic data entry, record updates, and documentation tracking
• Assist with invoice filing, expense documentation, and reconciliation preparation
• Ensure accuracy and completeness of information provided to the finance function

General Administrative Assistance

• Provide administrative support to managers and business owners as assigned
• Monitor administrative task deadlines and proactively follow up on outstanding items
• Identify opportunities to streamline and improve administrative processes

A BIT ABOUT YOU

• Proven experience as an Administrative Officer, Secretary, Executive Assistant, or similar role
• Strong command of written and spoken English
• Highly organized, detail‑oriented, and self‑motivated
• Comfortable managing multiple tasks across different businesses
• Able to handle confidential information with discretion and professionalism
• Proficient in basic office tools (email, spreadsheets, document management systems)
• Reliable, proactive, and capable of working independently with minimal supervision

WORK ARRANGEMENT

• Work From Office (WFO) – role requires on‑site presence due to access to confidential and sensitive information
• Standard office hours, with flexibility during peak administrative periods

WHAT WE VALUE

We’re proud of our diverse global team, all working in a collaborative environment and aligned with these values:

• Curious and Clever: Ask smart questions and seek better ways of working
• Entrepreneurial Energy: Take ownership and solve problems proactively
• Fast with Intent: Act with urgency while maintaining accuracy
• Laugh and Learn: Continuously improve and grow together

Join the A-Team and experience the A-Life!