Manager - Administration & Facilities

Job Summary: The Administration Manager is responsible for overseeing daily administrative operations, ensuring efficient office functions, and implementing effective processes to support the organizations goals. This role requires strong leadership, excellent organizational skills, and the ability to manage multiple priorities.

Key Responsibilities:

Team Leadership:

• Supervise and mentor the administrative team, fostering a culture of collaboration and continuous improvement.
• Conduct performance reviews and provide professional development opportunities.

Office Management:

• Oversee daily office operations, including managing office supplies, equipment maintenance, and facility management.
• Develop and implement office policies and procedures to enhance productivity and efficiency

Budget Management:

• Prepare and manage the administrative budget, ensuring cost-effective operations.
• Monitor expenditures and identify areas for potential savings.

Project Coordination:

• Lead special projects and initiatives that enhance administrative efficiency, such as process automation or new software implementation.
• Collaborate with cross-functional teams to support organizational objectives.

Communication and Reporting:

• Serve as the point of contact for internal and external communications.
• Prepare reports and presentations for senior management, analyzing administrative performance metrics.

Compliance and Risk Management:

• Ensure compliance with company policies, legal regulations, and health and safety standards.

Crisis Management:

• Act as a point of contact during crises, coordinating recovery efforts and providing regular updates to stakeholders.
• Lead post-incident reviews to evaluate the effectiveness of the response and identify areas for improvement.

Regulatory Compliance:

• Ensure compliance with relevant laws, regulations, and industry standards related to business continuity and capacity management.
• Prepare documentation and reports for audits and regulatory reviews.

Stakeholder Communication & Management:

• Collaborate with internal and external stakeholders, including IT, finance, and legal teams, to align continuity strategies with overall business objectives.
• Prepare and present reports to senior management on business continuity and capacity planning initiatives.
• Vendor Management & Inventory Management.

Qualifications:

• Bachelors degree in Business Administration, Management, Commerce or a related field; Masters degree preferred.
• 5+ years of experience in administration or office management, with at least 2+ years in a managerial role. Overall work experience of 10+ Years. Strong leadership and interpersonal skills, with the ability to motivate and lead a diverse team.
• Excellent organizational and multitasking abilities.
• Proficiency in office management software (e.g., Microsoft Office Suite, Google Workspace) and project management tools (e.g., Asana, Trello). Strong analytical and problem-solving skills.
• Strong negotiation and conflict management skills.
• Excellent written and verbal communication skills.
• Excellent Networking and business partnering skills with internal & external stakeholders
• Understanding the local markets & the requirements & updated laws commensurate to the role.

Working Conditions:

• Office environment with standard working hours; occasional overtime may be required.
• May involve travel to other office locations or events.
• Flexibility in working hours expected, basis need, urgency and business requirements
• Ability to handle multi-cultural teams & colleagues. Classification: Internal