Job Description

·       Develop and implement a comprehensive administrative vision that aligns with the company's overall goals and objectives and analyzing workflow processes, identifying areas for improvement, and establishing departmental policies and procedures to optimize efficiency.

·       Stay up-to-date with the best practices in office administration and facility management, implementing innovative solutions to streamline operations and reduce costs.

·       Conduct regular evaluations of the department's performance, identifying areas for improvement, and implementing corrective measures to ensure continuous optimization.

·       Recruit, hire, train, and supervise a team of administrative staff, including receptionists, fleet, maintenance, event planners, and security personnel (if applicable).

·       Foster a positive and professional work environment within the department, promoting teamwork, collaboration and open communication.

·       Delegate tasks effectively, empowering staff members to take ownership of their roles while providing mentorship and guidance to ensure quality work and professional development.

·       Oversee all aspects of office maintenance, including scheduling cleaning services, coordinating minor and major repairs, and ensuring a clean, functional, and aesthetically pleasing work environment.

·       Manage the company fleet, encompassing vehicle registration, maintenance schedules, fuel consumption optimization, driver safety protocols, and accident reporting (if applicable).

·       Coordinate the process of building or office rentals, liaising with realtors or property management companies to negotiate lease terms that are favorable to the company's needs and budget.

·       Plan and execute various events, including meetings, conferences, training sessions, or social gatherings, ensuring a seamless experience for attendees.

·       Oversee building security measures, liaising with security personnel to develop protocols, monitor security systems, and address any security concerns that may arise.

·       Manage the process of paying utility bills (e.g., meter bills, phone bills) and generator fuel costs, ensuring timely payments and adherence to budgets and cost-saving.

·       Collaborate with the housing committee (if applicable) to manage any housing allowance programs (if offered) and ensure a smooth living experience for relocated employees.

·       Ensure a professional and welcoming have a environment for guest and visitor at reception area.

·       Prepare reports to provide insights into staff productivity, resource utilization, key performance indicators (KPIs) for specific areas, and cost analysis of administrative operations.

·       Track progress, identify challenges and ensure adherence to budget and timeline for projects undertaken by the department (eg. office renovation or events planning)

·       Maintain records of expenditures related to administrative functions, including utility bills, generator fuel costs, and vendor invoices.

·       Prepare informational report for housing committee or other departments

·       Prepare incident reports for security branches, maintenance, emergency and workplace accidents.

·       Keep track of inventory for office supplies, equipment and furniture.