Job Description:
We're on the lookout for a dynamic individual to join us as an Assistant Manager - Admin!
• Oversee and manage administrative operations to ensure efficiency and compliance with company policies.
• Supervise and coordinate activities of administrative staff, including receptionists, office assistants, janitorial staff and riders.
• Develop and implement administrative processes and procedures to enhance organizational effectiveness.
• Manage inventory levels for office supplies, equipment, and other essential resources.
• Maintain and manage office supplies, equipment, and facility requirements, ensuring a conducive working environment.
• Handle communication and coordination with vendors, service providers, and various stakeholders.
• Assist in budget planning and monitor expenditures related to administrative functions.
• Manage travel arrangements, accommodation, and logistics for staff and executives.
• Handle employee queries and concerns related to administrative matters.
• Coordinate office events, meetings, and conferences, ensuring smooth execution.
• Maintain records and documentation related to administrative processes and employee facilities.
• Contribute to the development and implementation of workplace safety and security measures.
• Collaborate with HR in personnel matters, including onboarding and offboarding processes.
• Implement and enforce policies and procedures to ensure compliance with relevant regulations.
• Provide support to senior management in various administrative and operational tasks.
• Stay updated on industry best practices and technological advancements to enhance administrative processes.
Position Structure:
Department:
Line Manager:
Stream:
Job Requirements
-
Base Qualifications:
- Bachelor Degree
- Master Degree
- Graduate
Position Type:
- Full-time
Skills & Tools:
- Bachelor's degree in Business Administration, Management, or a related field.
- Strong organizational and leadership skills, with the ability to multitask and prioritize effectively.
- Excellent communication and interpersonal abilities to liaise with internal and external stakeholders.
- Proficient in using office productivity tools and software.
- Knowledge of inventory management processes and practices.
- Familiarity with budget planning and financial monitoring.
- Understanding of workplace safety and compliance with relevant regulations.
- Ability to adapt to changing environments and contribute to process improvements.
- Demonstrated problem-solving skills and attention to detail.
Job Experience Required:
- Proven experience in administrative roles, with a minimum of 2-5 years in a supervisory or managerial capacity.
Duties & Responsibilities
-
· Oversee and manage administrative operations to ensure efficiency and compliance with company policies.
· Supervise and coordinate activities of administrative staff, including receptionists and office assistants, janitorial staff and riders.
· Develop and implement administrative processes and procedures to enhance organizational effectiveness.
· Manage inventory levels for office supplies, equipment, and other essential resources.
· Maintain and manage office supplies, equipment, and facility requirements, ensuring a conducive working environment.
· Handle communication and coordination with vendors, service providers, and various stakeholders.
· Assist in budget planning and monitor expenditures related to administrative functions.
· Manage travel arrangements, accommodation, and logistics for staff and executives.
· Handle employee queries and concerns related to administrative matters.
· Coordinate office events, meetings, and conferences, ensuring smooth execution.
· Maintain records and documentation related to administrative processes and employee facilities.
· Contribute to the development and implementation of workplace safety and security measures.
· Collaborate with HR in personnel matters, including onboarding and offboarding processes.
· Implement and enforce policies and procedures to ensure compliance with relevant regulations.
· Provide support to senior management in various administrative and operational tasks.
· Stay updated on industry best practices and technological advancements to enhance administrative processes.
Reporting Responsibilities (Daily, Weekly & Monthly)
-
Daily Reporting:
• Summarize key administrative tasks accomplished during the day.
• Prioritize and outline upcoming administrative tasks for the next day.
• Highlight any challenges faced in administrative functions and propose solutions.
• Log important communications or meetings related to administrative matters.
• Monitor the utilization of administrative resources and address any inefficiencies.
Weekly Reporting:
• Provide a summary of the status of ongoing administrative projects and initiatives.
• Highlight significant achievements in administrative operations.
• Detail challenges encountered in administrative tasks and the strategies employed.
• Outline administrative tasks and objectives for the upcoming week.
• Evaluate and propose adjustments to the allocation of administrative resources.
Monthly Reporting:
• Detail the progress of major administrative projects or goals.
• Assess the utilization and efficiency of administrative resources.
• Highlight any learning and development activities related to administrative skills.
• Offer insights into potential improvements or innovations in administrative processes.
• Set clear administrative goals and objectives for the upcoming month.