Admin Supervisor

POSITION SUMMARY:

The Administrative Supervisor is responsible for the overall day-to-day administration of the department. The position ensures that administrative needs, purchasing, maintenance concerns, permits and licenses, and event-related requirements are properly coordinated and completed. The Supervisor serves as a bridge between Administration, Operations, Purchasing, Maintenance, Finance, and Marketing.

Key Responsibilities

Administration

· Oversee the daily activities of the Administrative Department.

· Assign and monitor tasks of the Administrative Assistant.

· Ensure reports, records, documents, and filing are complete and organized.

· Monitor pending administrative concerns and ensure proper follow-up.

· Prepare updates and reports for management.

· Coordinates with other Department Heads for concerns and maintenance.

· Assist OM and HR for memo creation and policy implementation and other Admin related duties

· Assist new employees during onboarding, ensuring they have the required uniform, and knowledge needed before deployment.

· Ensure that all facilities, landscape and employees comply and at all times maintains Company Standard

· Manage the Admin petty cash, ensuring proper monitoring, documentation, and timely liquidation.

Purchasing

· Oversee Purchaser and Admin assistant and assist in payment processing, reconciliation and if needed, PO creation.

· Review PRs, quotations, POs, delivery documents, and other purchasing requirements.

· Coordinate with suppliers and requesting departments ensuring everyone follows the purchasing schedule and requirements

· Monitor pending purchases and deliveries.

· Monitor all delivered PO and must ensure they are immediately processed within 3 days after purchasing.

· Assist in identifying reliable suppliers and opportunities for cost savings.

· Ensure purchases follow company procedures and approvals.

· Coordinate and follow up with Purchasing and other subsidiaries on purchases and deliveries coursed through their offices, ensuring timely processing, d

Maintenance and Facilities

· Coordinate overall maintenance and facility concerns with the Technical/Maintenance Team.

· Monitor pending repairs and ensure follow-up until completed.

· Coordinate materials, suppliers, contractors, and other repair requirements.

· Escalate urgent or delayed concerns to management.

· Maintain records of maintenance requests and completed works.

· Ensure all assets and facilities must be updated with the necessary Preventive Maintenance

Permits, Licenses and Compliance

· Monitor company permits, licenses, registrations, and renewal dates.

· Coordinate requirements with government agencies and concerned departments.

· Ensure documents are prepared and submitted on time.

· Maintain an updated licensing and compliance tracker.

· Immediately raise compliance concerns and approaching deadlines

Events and Marketing Support

· Serve as the bridge between Marketing and Operations for events and activities.

· Help translate marketing plans into operational and administrative requirements.

· Coordinate with Operations, Maintenance, Purchasing, and other departments.

· Assist Marketing in sourcing supplies, equipment, venue requirements, and other event needs.

· Ensure event requirements are coordinated and ready on time.

· Ensure all event venues are clean, organized, and ready before the event, and properly cleared and checked for damages and supplier materials after the event before the security deposit is refunded.

Team Supervision and Accountability

· Guide, train, and monitor the Administrative Assistant, IT, Purchaser, The Barn & Glass Pavillion Ground and Technical Maintenance.

· Set priorities and ensure important tasks are completed on time.

· Promote proper communication, teamwork, and accountability.

· Take responsibility for unresolved administrative concerns and ensure proper follow-through.

Qualifications

· Bachelor’s degree in Business Administration, Hospitality Management, or related field.

· At least 2 years of experience in administration or a supervisory role.

· Good communication, organization, and leadership skills.

· Able to manage staff, documents, and daily administrative tasks.

· Knowledgeable in basic purchasing, inventory, and office procedures.

· Proficient in Microsoft Office.

· Responsible, organized, and able to work under pressure.

· Willing to work on weekends, holidays, and during events as needed.

Benefits:

• Employee discount
• Health insurance
• Opportunities for promotion
• Pay raise
• Promotion to permanent employee
• Staff meals provided

Work Location: In person