Job Description for Asst Admin Manager

We are seeking a dynamic and detail-oriented Administrative Manager to join our company’s administrative department. This individual will play a critical role in managing daily administrative operations, ensuring organizational efficiency, and supporting various teams and departments.

Key Responsibilities:

1. Communication and Coordination:

• Serve as the primary liaison between staff, external agencies, and vendors.
• Manage effective communication and collaboration with internal and external stakeholders.

2. Information Management:

• Input client and vendor information into company systems and maintain updated records.
• Organize, monitor, and ensure accuracy of information and documents.

3. Operational Systems and Processes:

• Develop, implement, and monitor operational systems and processes.
• Analyze key metrics to optimize administrative functions.

4. Vendor and Resource Management:

• Manage vendors related to maintenance, transport, security, housekeeping, canteen, electrical, and civil works.
• Oversee inventory of office supplies, budget tracking, and vendor payments.

5. Compliance and Documentation:

• Draft and manage rental agreements, property taxes, insurance, and other statutory requirements.
• Ensure compliance with government regulations and timely renewal of licenses.

6. Infrastructure and Facilities Management:

• Oversee infrastructure requirements and coordinate with property owners for maintenance and development.
• Support event planning and arrange necessary facilities.

7. Team Training and Supervision:

• Train and manage administrative staff and housekeeping personnel, allocating responsibilities effectively.
• Supervise day-to-day administrative activities to ensure smooth operations.

8. Support to HR and Finance Departments:

• Collaborate with HR and Finance to develop and refine policies, systems, and procedures.
• Support planning, budgeting, and financial tracking.

9. Miscellaneous Administrative Functions:

• Manage contracts and negotiate pricing with office vendors and service providers.
• Handle travel bookings, vehicle procurement, maintenance, and government regulatory filings.

Key Skills and Qualifications:

• Education: Bachelor's degree in Business Administration, Management, or a related field.
• Experience: Proven experience in administrative or office management roles.
• Technical Skills:
• Proficiency in Microsoft Office (Word, Excel, PowerPoint).
• Familiarity with Windows operating systems.
• Communication: Excellent verbal and written communication skills.
• Organizational Skills:
• Strong attention to detail and accuracy.
• Ability to manage multiple priorities and meet deadlines.
• Decision-Making: Aptitude for making informed decisions based on guidelines.
• Interpersonal Skills: Ability to collaborate with team members and vendors effectively.
• Compliance Knowledge: Understanding of statutory requirements, government regulations, and licensing processes.