Admin Assistant Manager

Position Summary:

The Administrative Assistant Manager is responsible for overseeing and optimizing the organization's administrative operations, corporate asset management, facilities administration, systems and process improvements, cost management initiatives, and people leadership. The role ensures efficient utilization of company resources, implementation of operational best practices, and delivery of administrative services that support overall business objectives.

Key Responsibilities:

1. Corporate Asset Management

• Develop, implement, and maintain company-wide asset management policies and procedures.
• Monitor the lifecycle of corporate assets, including acquisition, deployment, maintenance, transfer, and disposal.
• Ensure accurate inventory records of office equipment, furniture, IT assets, vehicles, and other company-owned resources.
• Conduct periodic asset audits and reconciliation to ensure asset accountability and compliance.
• Coordinate preventive maintenance schedules to maximize asset utilization and lifespan.
• Manage vendor relationships for asset procurement, servicing, and disposal.
• Analyze asset utilization and recommend replacement, upgrades, or redistribution strategies.
• Generate asset management reports for management review and decision-making.
• 2. Systems Improvement and Process Optimization
• Review existing administrative processes and identify opportunities for automation and efficiency improvements.
• Lead continuous improvement initiatives to streamline workflows and eliminate operational bottlenecks.
• Implement digital solutions, ERP systems, document management platforms, and workflow automation tools.
• Develop and maintain Standard Operating Procedures (SOPs) for administrative functions.
• Establish Key Performance Indicators (KPIs) and performance dashboards for administrative operations.
• Collaborate with cross-functional departments to improve operational effectiveness.
• Conduct risk assessments and implement controls to strengthen administrative processes.
• Drive change management initiatives and ensure successful implementation of new systems.

3. Cost Reduction and Budget Management

• Develop and manage administrative and operational budgets.
• Analyze expenses and identify opportunities for cost savings without compromising service quality.
• Lead contract reviews, supplier negotiations, and procurement optimization activities.
• Implement cost-control measures for facilities, utilities, office supplies, transportation, and service contracts.
• Monitor budget utilization and provide variance analysis reports.
• Establish procurement controls and vendor performance metrics.
• Evaluate return on investment (ROI) for administrative expenditures and improvement projects.
• Recommend innovative cost-saving initiatives that support business sustainability.

4. People Management and Leadership

• Lead, coach, and develop administrative and support teams.
• Set individual and departmental performance goals aligned with company objectives.
• Conduct performance evaluations and provide ongoing feedback and development plans.
• Identify training needs and oversee employee capability development programs.
• Foster a culture of accountability, collaboration, and continuous improvement.
• Manage workforce planning, staffing requirements, and succession planning.
• Resolve employee concerns and disciplinary issues in accordance with company policies.
• Promote employee engagement and retention initiatives.
• Ensure compliance with labor regulations, company policies, and workplace standards.

5. Facilities and General Administration

• Oversee facility operations, maintenance, and workplace safety standards.
• Manage office space planning and workplace improvements.
• Ensure compliance with health, safety, security, and environmental requirements.
• Coordinate business continuity and emergency preparedness plans.
• Manage contracts related to security, cleaning, maintenance, and facility services.
• Monitor office operations and ensure uninterrupted administrative support.

6. Vendor and Contract Management

• Source, evaluate, and manage external suppliers and service providers.
• Negotiate favorable contract terms, pricing, and service level agreements.
• Monitor vendor performance against established KPIs.
• Ensure contract compliance and service quality standards.
• Build strategic supplier partnerships that create operational value.

Qualifications:

Education:

• Bachelor's Degree in Business Administration, Management, Operations Management, Industrial Engineering, or related field.
• Master's Degree or MBA is an advantage.

Experience:

• Minimum 5-10 years of progressive administrative or operations management experience.
• Proven experience in asset management, facilities management, procurement, and process improvement.
• Demonstrated success in implementing cost-reduction initiatives and operational efficiencies.
• Experience leading and managing multifunctional teams.

Required Competencies

Technical Skills

• Corporate Asset Management
• Budget and Cost Control
• Procurement and Vendor Management
• Process Improvement Methodologies
• ERP Systems and Workflow Automation
• Contract Management
• Facilities Management
• Data Analysis and Reporting

Job Types: Full-time, Permanent

Benefits:

• Additional leave
• Company events
• Health insurance
• Opportunities for promotion
• Promotion to permanent employee