Administration Manager

Job Summary

We are seeking a proactive and organized Administration Manager to oversee day-to-day administrative operations, optimize office processes, and support cross-functional teams to enable efficient business operations.

The successful candidate will manage administrative staff, coordinate facilities and office services, maintain records and procurement processes, and collaborate with stakeholders to implement process improvements and ensure a well-run workplace.

Key Responsibilities

Office & Facilities Management

• Oversee office facilities, including workspace setup, maintenance, vendor relationships, and security to provide a safe and productive environment.

• Manage office supplies, equipment procurement, and inventory control to ensure resources are available and cost-effective.

• Coordinate office moves, seating arrangements, and workspace optimization efforts.

Administrative Operations & Process Management

• Develop, document, and implement standard operating procedures for administrative functions to improve consistency and efficiency.

• Manage vendor contracts and service agreements, ensuring timely renewals, accurate billing, and performance tracking.

• Oversee mail, reception, and general administrative services, ensuring high levels of service and responsiveness.

Team Leadership & Staff Development

• Supervise administrative team members, including hiring, training, performance management, and workload coordination.

• Foster a collaborative, customer-focused culture and provide coaching to develop skills and improve service delivery.

Budgeting & Expense Management

• Assist with preparing and managing the administrative budget, tracking expenses, and identifying cost-saving opportunities.

• Review and approve invoices, expense reports, and purchase requests in accordance with company policies.

Records, Compliance & Risk Management

• Maintain accurate physical and electronic records, ensure proper filing systems, and support data retention and privacy requirements.

• Support compliance with internal policies, health and safety regulations, and any applicable local laws.

• Coordinate with legal, HR, and other departments on matters related to contracts, insurance, and risk mitigation.

Event Coordination & Stakeholder Support

• Plan and coordinate internal events, meetings, and business travel logistics to support organizational needs.

• Serve as a primary contact for internal stakeholders and external vendors, ensuring timely resolution of administrative issues.

Required Qualifications - Skills & Experience

• Bachelor’s degree in Business Administration, Management, or a related field, or equivalent practical experience.

• 5+ years of progressive experience in office administration or facilities management, including 2+ years in a supervisory role.

• Proven ability to manage vendors, budgets, procurement, and administrative projects.

• Strong organizational, problem-solving, and prioritization skills with attention to detail.

• Excellent interpersonal and communication skills; capable of building relationships across functions.

• Proficiency with office productivity software (e.g., MS Office) and familiarity with facilities or asset-management systems.

• Ability to handle confidential information with discretion and exercise good judgment.

Preferred Qualifications

• Experience managing office operations in medium to large corporate environments or in industries such as industrial, construction, or professional services.

• Knowledge of health, safety, and facility compliance standards relevant to the region.

• Experience with budget forecasting and cost-control initiatives.

• Certifications in facilities management, project management, or office administration are a plus.

Work Environment & Compensation

• Full-time position with an onsite model; occasional extended hours may be required to support events or operational needs.

• Competitive salary commensurate with experience and a comprehensive benefits package, including health insurance, retirement plan options, and paid time off.

• Opportunities for professional development, training, and career growth across administrative and operational functions.

• Inclusive culture that values diversity, equity, work-life balance, and employee well-being.