Manager/Senior Manager Administration

Key Activities (Critical activities of the job)

1. Office Management:

• Oversee day-to-day operations of the office to ensure a well-organized and efficient work environment.
• Manage office supplies, equipment, and maintenance, ensuring availability and functionality.
• Coordinate office space allocation and ensure it meets the needs of all departments.

2. Administrative Support:

• Provide administrative support to senior management and other departments as needed.
• Supervise and support administrative staff, including administrative assistants and receptionists.
• Oversee scheduling, including meetings, appointments, and travel arrangements for executives and staff.

3. Communication and Coordination:

• Serve as the primary point of contact for internal and external communications.
• Facilitate effective communication between departments and staff members.
• Organize and coordinate company events, meetings, and conferences.

4. Records and Documentation:

• Maintain and manage company records, files, and documentation in compliance with legal and organizational standards.
• Implement and oversee document management systems to ensure accuracy, security, and accessibility.

5. Financial Administration:

• Assist in budget preparation and manage office-related expenses.
• Process invoices, manage petty cash, and track expenditures to ensure they are within budget.
• Liaise with accounting or finance departments regarding financial matters.

6. Compliance and Policies:

• Ensure compliance with company policies, procedures, and regulatory requirements.
• Develop and update administrative policies and procedures to improve efficiency and effectiveness.
• Conduct periodic audits of administrative processes to ensure adherence to standards.

7. Staff Management and Development:

• Recruit, train, and supervise administrative staff, providing guidance and support to enhance performance.
• Conduct performance reviews, set objectives, and provide feedback to team members.
• Foster a positive work environment and promote professional development.

8.Cost control

• Responsible for budgeting, cost control, and cost-effective solutions. They may prepare and monitor the administrative department budget, track costs, and optimize expenses. They may also review invoices for all facility services.

9. Health and Safety:

• Ensure compliance with health and safety regulations and policies.
• Oversee the implementation of health and safety procedures and emergency protocols.
• Conduct regular safety inspections and address any issues promptly.

10. Vendor and Facility Management:

• Manage relationships with external vendors and service providers, including negotiating contracts and ensuring service quality.
• Coordinate facility management tasks, such as repairs, cleaning, and security services.

11. Reporting and Analysis:

• Prepare reports on administrative activities, including office performance metrics, budget utilization, and staff productivity.
• Analyze administrative processes and propose improvements to enhance efficiency and effectiveness.

12. Customer Service:

• Ensure high levels of customer service both internally (to staff) and externally (to clients and visitors).
• Address and resolve any issues or complaints related to administrative services.

13. Project Management:

• Lead or participate in special projects related to office management, process improvement, or organizational change.
• Coordinate project activities, track progress, and report on outcomes.