Manager - Administration (8-10 yrs)

Position Overview: The Admin Manager will be responsible for overseeing and managing daily operations related to facilities management, fleet management, transport management, and other administrative functions.

This individual will ensure that all systems and processes are running efficiently, ensuring the smooth operation of the office, transportation, and facilities, contributing to the overall productivity and success of the organization.

Key Responsibilities:

1. Facility Management:

- Manage all aspects of facilities operations, including maintenance, cleanliness, and safety standards.

- Coordinate regular inspections, maintenance, and repairs of building infrastructure, ensuring compliance with health and safety regulations.

- Oversee office space management, ensuring optimal use of space and facilitating office moves, refurbishments, and space planning.

- Manage vendor relationships for facility-related services, such as cleaning, security, and utilities.

- Ensure that all required health, safety, and environmental standards are met within the facility.

Transport Management:

- Manage transportation logistics for employees, including scheduling, routing, and ensuring timely transportation to various locations.

- Oversee the management of transportation-related expenses, including fuel and maintenance, and implement cost-saving measures.

- Coordinate employee travel arrangements, ensuring efficient and cost-effective transportation options.

- Handle transportation-related emergency situations or disruptions and find quick resolutions to minimize impact on operations.

Administrative Duties:

- Oversee day-to-day administrative tasks such as managing office supplies, office equipment, and document management systems.

- Supervise administrative staff and coordinate with other departments to ensure smooth workflow and efficient support services.

- Maintain and update office records, filing systems, and databases, ensuring that all information is accurate and accessible.

- Assist in planning and organizing company events, meetings, and conferences, ensuring all logistical aspects are covered.

- Ensure the company's administrative processes comply with legal and regulatory requirements.

Vendor & Contract Management:

- Manage relationships with external vendors and service providers related to office supplies, facility maintenance, fleet maintenance, and transportation services.

- Negotiate contracts and service agreements to ensure the best possible terms and performance from service providers.

- Monitor vendor performance, ensuring that contracts are fulfilled and services are delivered to the agreed standards.

Budget & Cost Control:

- Assist in the preparation and management of budgets for facilities, fleet, transport, and administrative functions.

- Monitor expenditures and implement cost-saving initiatives to optimize budget performance across departments.

- Provide regular reports on administrative and operational costs, ensuring transparency and accountability.

Qualifications:

Experience: 8+ years of experience in administrative management, with significant experience in facility management, fleet management, transport management, and general office administration.

Education: Bachelor's degree in Business Administration, Management, or a related field.

- Relevant certifications in facilities or fleet management would be a plus.

Skills:

- Strong experience in managing facilities, fleet operations, and transportation logistics.

- Knowledge of health, safety, and environmental standards related to facilities and fleet management.

- Proven ability to handle administrative tasks, including document management, office supplies, and event coordination.

- Strong vendor management, contract negotiation, and cost control experience.

- Excellent organizational and multitasking skills, with the ability to prioritize effectively.

- Proficiency in Microsoft Office Suite and facility management software; experience with fleet management tools is an advantage.

- Strong communication and interpersonal skills, with the ability to collaborate across departments and manage vendor relationships.

Key Attributes:

- Strong leadership abilities with the capability to manage a diverse team.

- Highly organized with excellent attention to detail.

- Proactive problem-solving skills and the ability to handle emergencies and operational challenges.

- Ability to work under pressure and meet deadlines.

- Flexible, adaptable, and able to navigate change in a fast-paced environment.