Manager Administration

Job Overview

• Manage general administration activities effectively and maintain records of day-to-day operations.
• Undertake the responsibility of sourcing, procuring, and managing office supplies, facilities, and amenities.

Key Responsibilities

• Manage day-to-day administration and control expenses related to maintenance, utilities, communications equipment, and hospitality services.
• Ensure the upkeep and maintenance of office furniture, fixtures, and equipment, and represent the administration team during audits.
• Maintain and manage all communication systems including video conferencing, telephones, and mobile devices.
• Oversee the implementation of contracts negotiated with service providers.
• Provide stationery, food, and corporate gifts based on requests from business units and management.
• Maintain records of utility bills, vendor invoices, and other expenses to ensure timely processing and payment.
• Process material management payments through SAP.
• Ensure compliance with VFAR and purchase policy in invoice processing.
• Manage petty cash for day-to-day expenses, prepare vouchers, and report on payments to vendors.
• Collaborate with employees, vendors, and service providers to address procurement, repair, and maintenance needs.
• Maintain proper documentation of reports, audits, contracts, and other administrative records.
• Ensure compliance with ISO 14001 and implement measures to preserve the environment by managing energy consumption and waste.
• Adhere to the code of conduct and follow VFS Administration Standard Operating procedures.
• Protect sensitive information by adhering to VFS' Global information security policies and procedures.
• Monitor compliance of shops and licenses and ensure timely renewal of vendor contracts.
• Respond to inquiries, troubleshoot issues, and maintain stakeholder satisfaction.
• Manage the timely renewal of maintenance contracts.
• Oversee the handover and takeover of premises, obtaining clearance certificates during transitions.

Additional Responsibilities

• Support the organisation's sustainability initiatives and contribute to achieving established targets.
• Promote judicious use of natural resources.
• Adhere to the organisation's environment, health, and safety policies, objectives, and guidelines.
• Execute special assignments/projects assigned by reporting manager.

Desired Candidate Profile

Education

• Graduate/ Postgraduate degree or global equivalent in Business Administration or another related field.

Experience

• 5 – 8 years of relevant experience in Administration and Facility Management.