Admin Manager

The Admin Manager is responsible for overseeing the Administration functions and ensuring smooth and efficient day-to-day operations of the company.

The position covers a wide range of responsibilities, including indirect procurement, supplier management, support and administration for Japanese expatriates, office compliance, employee relations, and labor-related matters.

DUTIES AND RESPONSIBILITIES

1. Indirect Procurement & Supplier Management

• Manage the procurement of indirect materials, goods, and services required for office and store operations.
• Select, evaluate, and manage suppliers and service providers.
• Negotiate prices, contracts, payment terms, service levels, and other commercial conditions with suppliers.
• Identify and implement opportunities for cost reduction and operational efficiency.
• Ensure compliance with internal procurement policies and approval procedures.
• Manage supplier-related issues and negotiate appropriate solutions when problems arise.
• Analyze procurement costs and prepare reports as required.

2. Japanese Expatriate Management & Support

• Manage administrative procedures related to the assignment and repatriation of Japanese expatriates.
• Coordinate work visa, immigration, and other relevant permits and procedures, including liaison with external agencies.
• Manage company vehicles, including vehicle arrangements, drivers, maintenance, and related contracts.

3. Office Administration & Compliance

• Oversee office facilities, equipment, supplies, and general office administration.
• Manage contracts, licenses, permits, and other requirements necessary for office operations.
• Ensure appropriate management of workplace safety, security, emergency preparedness, and related matters.
• Ensure office operations comply with applicable laws, regulations, company policies, and internal procedures.
• Liaise with government authorities, external consultants, professional advisors, and service providers as necessary.
• Support internal and external audits on matters related to General Affairs and Administration.
• Identify compliance risks and implement appropriate corrective and preventive measures.

QUALIFICATIONS

• 6+ years of experience in Administration, or a related function.
• Hands-on experience in indirect procurement and supplier price/contract negotiations.
• Experience in supplier and contract management.
• Experience managing and supporting foreign or Japanese expatriates.
• Practical experience in work visa, immigration, and related administrative procedures.
• Experience managing company vehicles and drivers.
• Experience in office administration, compliance, and facilities management.
• Experience supervising or managing staff.