The posting
Job Title: Office Administration Manager
Reports To: General Manager / Director
Location: On-site
Job Summary
The Office Administration Manager oversees daily office operations, manages administrative staff, coordinates facility maintenance, and ensures smooth administrative workflows across all departments. This role acts as the central point of coordination for vendor management, procurement, office logistics, and internal communications.
Key Responsibilities
1. Office & Facilities Management
- Oversee day-to-day office operations, ensuring a organized, professional, and well-maintained work environment.
- Manage facility maintenance, cleaning services, office security, and equipment servicing.
- Act as the primary liaison with building management, landlords, service providers, and external vendors.
2. Administrative Leadership & Workflow Support
- Supervise, train, and mentor administrative support staff (receptionists, administrative assistants).
- Develop, implement, and maintain office administrative policies, SOPs, and filing systems.
- Handle incoming/outgoing communications, official correspondence, and central record management.
3. Procurement & Inventory Control
- Manage office supply inventory, pantry supplies, stationery, and IT equipment requirements.
- Source, negotiate, and manage vendor agreements to ensure cost efficiency and service quality.
- Process procurement invoices and track administrative expenses against the operating budget.
4. Executive & Cross-Departmental Support
- Coordinate company events, town halls, executive meetings, and team travel arrangements.
- Support onboarding logistics for new hires (access badges, workstations, orientation setup) in coordination with HR.
- Assist senior leadership with ad-hoc operational projects and administrative tasks.
Requirements & Qualifications
- Education: Bachelor’s Degree or Diploma in Business Administration, Management, or a related field.
- Experience: 3–5+ years of experience in office administration or facilities management, with at least 1–2 years in a supervisory or managerial role.
- Proficiency: Advanced knowledge of MS Office (Word, Excel, PowerPoint) and modern office software / task management tools.
- Skills: Excellent organizational, multitasking, and time-management skills. Strong verbal and written communication abilities. Vendor management and basic budgeting experience. Strong problem-solving mindset and high level of discretion.
