Administrative Manager

Role Description

We are seeking an experienced and organized Administrative Manager to lead and oversee the administrative functions of our organization. In this role, you will be responsible for managing day-to-day operations, coordinating office activities, and ensuring that administrative systems and processes run smoothly. You will supervise administrative staff, streamline office workflows, and provide support to other departments as needed. This role requires strong leadership, excellent communication skills, and the ability to juggle multiple responsibilities in a fast-paced environment.

Key Responsibilities:

• Office Management: Oversee the day-to-day operations of the office, ensuring that administrative functions are performed efficiently and effectively. Manage office supplies, equipment, and facilities to maintain a productive work environment.
• Team Supervision & Development: Lead, train, and support administrative staff, ensuring tasks are completed on time and to a high standard. Foster a positive and collaborative team environment, offering guidance and feedback.
• Budget Management: Develop and manage the administrative budget, ensuring cost-effective allocation of resources and maintaining control over office-related expenses.
• Process Improvement: Identify opportunities for improving office processes and workflows to increase efficiency, reduce costs, and enhance productivity. Implement new procedures as needed to streamline operations.
• Scheduling & Coordination: Manage office calendars, schedule meetings, and coordinate appointments for executives and staff. Oversee the booking of meeting rooms and the organization of conferences, events, or team-building activities.
• Document Management: Oversee the creation, organization, and maintenance of company records, files, and other important documents. Ensure that all documentation is accurate, up-to-date, and accessible when needed.
• Communication & Liaison: Serve as the point of contact for internal and external communication. Coordinate with vendors, service providers, and other stakeholders. Communicate with senior management to keep them updated on administrative matters and assist with special projects.
• Human Resources Support: Assist HR with recruitment, onboarding, and employee engagement activities. Maintain employee records, assist with payroll, and ensure compliance with company policies and labor regulations.
• Compliance & Safety: Ensure the organization's compliance with health and safety regulations, as well as internal company policies. Oversee the implementation of workplace safety protocols and assist with audits as needed.
• Event Management: Plan and coordinate company events, such as meetings, conferences, employee activities, and client gatherings. Handle all logistics, including venue selection, catering, and other event-related tasks.
• Technology & Systems: Oversee the management of office technology, including computers, phones, and software systems. Ensure that all systems are functioning smoothly and coordinate IT support when needed.

Qualifications:

• Educational Background: A bachelor's degree in Business Administration, Management, or a related field. A Master's degree or additional certifications (e.g., PMP, Office Management) is a plus.
• Experience: 3-5 years of experience in an administrative management role or office management, with a proven track record of leadership and organizational skills.
• Leadership Skills: Strong ability to lead, motivate, and manage a team of administrative professionals. Experience in staff development and training is highly valued.
• Organizational Skills: Exceptional organizational skills with the ability to handle multiple tasks, prioritize effectively, and manage time efficiently in a fast-paced environment.
• Communication Skills: Strong verbal and written communication skills, with the ability to interact with individuals at all levels of the organization and with external partners.
• Budgeting & Cost Management: Experience in budget preparation and expense tracking, with a keen eye for cost management and resource optimization.
• Problem-Solving: Excellent problem-solving and decision-making abilities, with the ability to manage complex tasks and resolve issues independently.
• Technical Proficiency: Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), as well as experience with office management software and systems (e.g., project management tools, HRIS).
• Attention to Detail: A high level of attention to detail and accuracy in managing office operations, schedules, and documentation.
• Adaptability: Ability to adapt to changing priorities and work effectively under pressure to meet deadlines.

Desirable Skills:

• Knowledge of HR processes, payroll, and employee benefits.
• Familiarity with project management methodologies and tools.
• Experience in vendor management and contract negotiation.
• Familiarity with compliance and workplace safety regulations.
• Ability to handle confidential information with discretion.