Manager - Administration

The Manager Administration is responsible for overseeing and managing all administrative and facility operations within the organization. This role requires a strong understanding of administrative processes, facility management, and a keen eye for detail. The ideal candidate will be an organized, efficient, and strategic thinker with a proven track record of success in managing diverse teams.

Key Responsibilities:

1. Administrative Operations & Facility Management:

• Oversee the maintenance and upkeep of all facilities, including office spaces, warehouses, and other relevant properties.
• Develop and implement facility maintenance plans, including preventative maintenance schedules and emergency response procedures.
• Manage vendor relationships and contract negotiations for facility services such as cleaning, security, pest control, vending machines, landscaping etc.
• Ensure compliance with all relevant health, safety, and environmental regulations.
• Upkeep and support in site statutory compliance.
• Manage facility budgets and track expenses.
• Manage Site Administration: housekeeping, cafeteria, pest control, security, repairs & maintenance, workstation allocation, parking allocation, meeting room allocation, visitor management, event management, small projects, AMCs.
• Oversee administrative functions, including office management, records management, and general office procedures.
• Manage office supplies, stationery and equipment inventory.
• Coordinate and manage office moves and reconfigurations.
• Implement and maintain efficient administrative systems and processes.
• Manage administrative staff, including hiring, training, and performance evaluation.

Procurement and Logistics:

• Manage procurement processes, including vendor selection, purchase orders, and invoice processing.
• Oversee logistics and shipping operations, including managing couriers and shipping carriers.
• Manage inventory control and storage.

Risk Management:

• Identify and assess potential risks to the organization's facilities and operations.
• Develop and implement risk mitigation strategies.
• Manage insurance policies and claims.
  
  

Strategic Planning:

• Develop and implement long-term facility and administrative strategies aligned with the organization's overall goals.
• Identify opportunities for process improvement and cost savings.
• Stay up to date on industry trends and best practices.
  
  

Qualifications and Skills:

• Must - Graduate / Desirable - Degree in business administration, facility management, or a related field.
• 7+ years of experience in facility management and administrative roles.
• Strong leadership and management skills.
• Strong organizational and time management skills.
• Strong problem-solving and decision-making abilities.
• Proficient in Microsoft Office
• Strong communication and interpersonal skills.
  
  

Behavioural Skills:

• Ability to collaborate well in a cross-functional environment
• Strong influencing and communication skills with demonstrated ability and creativity in solving complex issues
• Highly motivated team player, proactive with ability to oversee multiple tasks and attention to detail
• Excellent interpersonal and verbal/written communication skills.