Administrative Manager
1 week ago
Job Summary
- The Administrative Manager is responsible for overseeing the daily operations of the administrative department, ensuring the smooth and efficient functioning of office activities.
- This role involves managing staff, coordinating with various departments, overseeing office logistics, and maintaining office systems and supplies.
- The Administrative Manager ensures that the workplace is organized, efficient, and well-maintained to support the company's overall objectives.
Key Responsibilities
Office Operations and Administration:
- Manage day-to-day office operations, ensuring the office environment is clean, safe, and well-organized.
- Oversee office systems, including filing, communication, and procurement, to ensure efficiency.
- Ensure the proper functioning of office equipment, including IT infrastructure, and arrange for repairs or replacements when necessary.
Staff Supervision and Management:
- Lead and manage the administrative team, including receptionists, office assistants, and clerks.
- Conduct regular performance reviews, provide feedback, and facilitate professional development.
- Oversee staff scheduling, attendance, and workload distribution to ensure optimal performance.
Procurement and Vendor Management:
- Manage the procurement of office supplies, equipment, and services.
- Liaise with vendors and suppliers to negotiate contracts, manage deliveries, and ensure timely payments.
- Monitor office supply inventories and order necessary items to avoid stock shortages.
Budgeting and Financial Oversight:
- Prepare and manage the administrative budget, tracking expenses to ensure cost-effectiveness.
- Work closely with the finance department to process invoices, manage office-related expenses, and prepare financial reports.
- Identify opportunities to reduce costs and improve efficiency without compromising quality.
Policy Development and Compliance:
- Develop, implement, and update office policies and procedures to ensure smooth operations and compliance with company standards.
- Ensure that all office practices comply with legal and regulatory requirements, such as health and safety standards.
- Regularly review policies to adapt to organizational changes or new regulations.
Coordination and Communication:
- Serve as a liaison between the administrative team and other departments, ensuring clear communication and collaboration.
- Support senior management by organizing meetings, preparing reports, and handling confidential information.
- Act as the primary point of contact for external stakeholders regarding office-related matters.
Event Planning and Coordination:
- Plan and coordinate company events, meetings, and conferences, handling logistics such as venue booking, catering, and technology setup.
- Ensure that all administrative details for internal and external events are handled efficiently and professionally.
IT and Office Systems Management:
- Oversee the administration of office technology, including computers, software, and communication systems.
- Coordinate with the IT department to address technical issues and ensure that systems are secure and functional.
- Recommend and implement new office technologies and systems to improve productivity and communication.
Key Qualifications
- Education: Bachelor's Degree in Business Administration, Management, or a related field.
- Experience: 2 - 5 years of experience in office administration.
Skills:
- Strong leadership and team management skills.
- Excellent organizational and multitasking abilities.
- Proficiency in office management software e.g., Microsoft Office Suite, Google Workspace and familiarity with office equipment.
- Strong written and verbal communication skills.
- Ability to work independently and make decisions in a fast-paced environment.
- Financial management skills, including budget preparation and expense tracking.
Core Competencies:
- Leadership: Ability to inspire and manage an administrative team to achieve company goals.
- Problem-Solving: Strong analytical skills with the ability to address operational challenges and find solutions quickly.
- Attention to Detail: High level of accuracy in overseeing office operations, financial tracking, and procurement.
- Interpersonal Skills: Excellent communication skills with the ability to collaborate across all levels of the organization.
- Adaptability: Ability to handle shifting priorities and maintain composure in a dynamic work environment.
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