Administration Manager

Position Summary

The Administration Manager is responsible for managing the organization's administrative, facilities, finance coordination and operational support functions. This role ensures the smooth day-to-day running of office operations, maintains efficient administrative systems, supports HR administration, manages facilities and assets, coordinates internal communications, and monitors key project timelines. The Administration Manager serves as a key point of contact for staff, vendors, and external stakeholders, ensuring effective service delivery and organizational compliance.

Key Responsibilities

1. Office Administration & Pantry Management

• Manage office administration and daily operational requirements
• Oversee office pantry supplies, consumables, and inventory levels
• Conduct regular stock-taking and ensure timely replenishment of supplies
• Liaise with vendors and suppliers to maintain adequate inventory and cost-effective procurement
• Ensure office facilities are clean, organized, and conducive to productivity

2. Facilities & Infrastructure Management

• Manage office facilities, maintenance, repairs, security, and infrastructure requirements
• Manage all venue spaces and events/activities held at the spaces
• Coordinate with building management, contractors, and service providers on maintenance and improvement works
• Ensure workplace health, safety, and compliance requirements are met
• Monitor the condition of office equipment, furniture, and facilities and arrange preventive maintenance where necessary

3. Studio Booking Administration

• Manage the studio booking system and scheduling processes
• Coordinate booking requests from internal and external users
• Ensure optimal utilization of studio spaces and facilities
• Maintain booking records and handle scheduling conflicts professionally and efficiently

4. Internal Calendar & Staff Movement Coordination

• Maintain and update the internal calendars
• Track and communicate staff movements, leave schedules, business travel, and key organizational events
• Ensure accurate and timely updates to facilitate operational planning and coordination across teams

5. Human Resource Administration

• Provide administrative support for HR-related functions
• Manage employee records, onboarding documentation, and personnel files
• Support leave administration, staff communications, and HR policy implementation
• Coordinate training schedules, staff welfare initiatives, and administrative requirements related to human resources
• Assist in ensuring compliance with employment regulations and organizational policies

6. Project Timeline Monitoring

• Monitor administrative and project timelines relating to BAA initiatives
• Track deadlines and requirements associated with audits, grants and reporting obligations
• Coordinate with project stakeholders to ensure timely submission of documentation and reports
• Maintain records and provide status updates on key financial and project milestones
• Support budget monitoring and financial administration activities

7. Front Counter Operations

• Manage fee collection processes at the front counter
• Issue receipts and maintain accurate records of payments received
• Ensure proper reconciliation and reporting of collected fees
• Provide professional customer service to visitors, clients, and stakeholders
• Handle administrative enquiries and direct requests to the appropriate personnel

8. Inventory & Asset Management

• Maintain accurate records of organizational inventory and fixed assets
• Oversee stock-taking exercises and asset verification processes
• Ensure proper asset coding, tagging, and labelling of equipment and resources
• Track asset allocation, movement, maintenance, and disposal
• Generate inventory and asset reports as required

9. Database Management

• Administer and maintain the donor management system
• Ensure donor information is accurate, updated, and securely maintained
• Generate donor reports and support fundraising administration activities
• Coordinate and send monthly electronic direct mail (eDM) communications to donors
• Support donor engagement initiatives and ensure timely follow-up with donor enquiries