Administration Manager

Roles and Responsibilities

1. Office Administration*

• Manage daily office operations and ensure smooth functioning of the head office.

• Maintain office discipline, cleanliness, infrastructure, and facilities.

• Oversee office supplies, stationery, equipment, and inventory.

• Maintain administrative records, files, registers, and official documentation.

*2. Staff & Department Coordination*

• Supervise office support staff, housekeeping, and administrative personnel.

• Monitor staff attendance, punctuality, discipline, and work performance.

• Coordinate with HR, Accounts, Finance, Operations, and Tender departments.

• Ensure timely completion of administrative tasks assigned by management.

*3. Vendor & Procurement Management*

• Coordinate with vendors and service providers for office requirements.

• Obtain quotations, negotiate prices, and ensure cost-effective purchases.

• Verify invoices and coordinate with the Accounts department for payment processing.

• Maintain vendor records and monitor service quality.

*4. Asset & Facility Management*

• Maintain records of company assets, laptops, printers, furniture, and other equipment.

• Coordinate repairs, maintenance, and replacement of office equipment.

• Manage office utilities, internet connectivity, and other essential services.

• Oversee company vehicle and travel arrangements, wherever applicable.

*5. Documentation & Compliance*

• Maintain administrative documents, agreements, contracts, and renewal records.

• Coordinate documentation required for audits, certifications, and ISO implementation.

• Ensure proper filing, record maintenance, and document tracking.

• Support management in implementing administrative policies and SOPs.

*6. MIS & Reporting*

• Prepare daily, weekly, and monthly administrative reports.

• Maintain expense records, purchase details, inventory reports, and vendor data using MS Excel.

• Track administrative budgets and identify opportunities for cost reduction.

• Submit regular reports and updates to senior management.

Required Qualifications

• Graduate in any discipline; MBA in HR, Administration, or Operations will be preferred.

• 58 years of experience in office administration or general administration.

• Experience in a security services, facility management, or manpower outsourcing company will be an advantage.

• Strong knowledge of MS Excel, MS Office, MIS reporting, and documentation.

• Excellent communication, leadership, negotiation, and coordination skills.

• Strong organisational, problem-solving, and decision-making abilities.