Manager / Sr. Manager - Administration

The Manager - Administration is responsible for the efficient management of the organizations administrative functions, including facilities, budgeting, vendor and contract management, compliance, risk management, event planning, etc. This role requires a proactive leader who can oversee multiple areas, ensuring that all administrative processes run smoothly, effectively, and in alignment with organizational goals.

Key Responsibilities:

1. Administrative Management

• Oversee day-to-day administrative operations to ensure efficiency and effectiveness across the organization.
• Develop and implement administrative policies, systems, and procedures to streamline processes.
• Supervise administrative staff, providing direction, training, and performance evaluation.
• Maintain a welcoming and productive work environment by ensuring that all office operations are running smoothly.
• Provide guidance, support, direction, coaching and correcting, to departmental employees.
• Providing expert advice and recommendations to the concerned persons on plant selection and care.
• Preparing the Monthly and Weekly Report.
• Responsible for preparing and maintaining the SOP module and running the administrative operations as per the SOP.
• Measure the effectiveness of the training and validate the same through feedback and a monthly review process.
• Foster positive employee relations by addressing and resolving employee issues and concerns.
  

2. Facilities Management & Infrastructure Management

• Manage the maintenance and upkeep of office facilities, ensuring a safe, clean, and secure working environment.
• Optimize space utilization and office layout to enhance operational efficiency.
  

3. Budgeting

• Prepare and manage the administrative departments budget, ensuring effective allocation of resources.
• Monitor expenses and implement cost control measures without compromising on service quality.
• Provide regular budget reports to senior management, highlighting variances and suggesting corrective actions.
  

4. Vendor and Contract Management

• Identify, negotiate, and manage contracts with external vendors and service providers.
• Build and maintain relationships with suppliers, ensuring high-quality service delivery.
• Monitor vendor performance and ensure adherence to contract terms and conditions.
  

5. Compliance and Risk Management

• Ensure that all administrative operations comply with legal and regulatory requirements.
• Identify potential risks within the administrative functions and develop strategies to mitigate them.
• Maintain records and documentation required for compliance audits and inspections.
• Liaise with government authorities for permits, licenses, and other regulatory requirements.
  

6. Event Management

• Plan and organize internal events, meetings, and conferences, ensuring all logistical details are handled efficiently.
• Collaborate with relevant departments to support external events, liaising with vendors and stakeholders as needed.
• Ensure events are executed within budget and in line with organizational objectives.
  

7. Communication Management

• Oversee the management of internal communication systems, including office telephone lines, and other communication tools.
• Ensure efficient coordination and communication across departments, fostering smooth administrative operations.
  

Qualifications and Skills:

• Education: Bachelors degree in business administration, Management, or a related field. A masters degree is preferred.
• Experience: Minimum of 10 years of experience in administrative management, with at least 5 years in a supervisory or managerial role.
  
• Skills:
• Strong leadership and organizational skills.
• Excellent communication and interpersonal skills.
• Proficiency in office management software and tools.
• Ability to handle multiple tasks and priorities in a fast-paced environment.
• Knowledge of legal and regulatory compliance requirements.
• Experience in vendor negotiation and contract management.