Admin-Procurement Manager

Key Responsibilities

1. Office & Administrative Operations

• Oversee daily office operations to ensure a safe, organized, and productive work environment
• Develop, implement, and maintain administrative systems, policies, and procedures
• Ensure smooth coordination of administrative support across departments
• Manage office supplies, equipment, and inventory, ensuring cost efficiency and availability
• Maintain proper documentation, records management, and filing systems (physical and digital)

2. Facilities & Asset Management

• Supervise facilities management including office maintenance, utilities, cleanliness, and security
• Coordinate repairs, renovations, and preventive maintenance activities
• Manage company assets, including tagging, tracking, and disposal
• Ensure compliance with health, safety, and building regulations

3. Vendor & Contract Management

• Source, negotiate, and manage contracts with administrative and facilities vendors
• Monitor vendor performance and service-level agreements (SLAs)
• Process invoices and coordinate with Finance for timely payments
• Identify opportunities for cost reduction and operational efficiency

4. People & Team Management

• Supervise and coach administrative staff (e.g., receptionists, office assistants, messengers)
• Plan work schedules, assign tasks, and monitor performance
• Conduct performance evaluations and identify training needs
• Foster a professional, service-oriented administrative team

5. Budgeting & Cost Control

• Prepare and manage the administrative and facilities budget
• Track expenses and ensure spending is within approved limits
• Analyze administrative costs and recommend optimization strategies
• Support audits by providing administrative and asset-related documentation

6. Policy Compliance & Governance

• Ensure compliance with company policies, labor regulations, and government requirements
• Support internal and external audits related to administrative operations
• Assist in implementing corporate governance and internal control standards
• Coordinate with HR and Legal on policy updates and enforcement

7. Support to Management & Employees

• Provide administrative support to senior management as needed
• Coordinate company-wide events, meetings, and activities
• Act as the main point of contact for office-related concerns and requests
• Support onboarding and offboarding processes in coordination with HR

Qualifications & Experience

Education

• Bachelor’s degree in Business Administration, Management, Office Administration, or a related field
• Professional certifications in administration, facilities management, or project management are an advantage

Experience

• Minimum 5–8 years of administrative or office management experience
• At least 2–3 years in a supervisory or managerial role
• Experience in facilities, vendor, and budget management preferred

Skills & Competencies

Technical Skills

• Strong knowledge of office administration and facilities management
• Proficiency in MS Office (Word, Excel, PowerPoint) and office management systems
• Budgeting, cost control, and reporting skills

Behavioral & Leadership Skills

• Strong leadership and people management abilities
• Excellent organizational and time-management skills
• High attention to detail and problem-solving capability
• Strong communication and interpersonal skills
• Ability to handle confidential information with discretion

Key Performance Indicators (KPIs)

• Efficiency and effectiveness of administrative operations
• Budget adherence and cost savings
• Vendor performance and service quality
• Office safety, compliance, and audit results
• Employee satisfaction with administrative support services

Working Conditions

• Office-based role with occasional off-site coordination
• May require extended hours during audits, office moves, or major company events