Role Description
We are seeking a highly organized and dynamic Administrative Operations Manager to oversee the efficient functioning of our administrative processes and systems. In this role, you will be responsible for ensuring smooth office operations, managing administrative staff, optimizing workflows, and supporting cross-functional teams to enhance productivity. You will work closely with senior management to implement strategies that improve the efficiency of administrative functions while maintaining a high standard of service across the organization.
Key Responsibilities:
- Office Operations Management: Oversee the day-to-day operations of the office, ensuring that all administrative functions, such as office supplies, equipment, and services, run smoothly and efficiently.
- Team Leadership & Development: Manage and support the administrative team, providing training, guidance, and feedback to ensure high performance. Foster a collaborative, results-driven environment and support professional development opportunities.
- Process Optimization: Analyze current workflows and identify areas for improvement. Implement new processes or refine existing procedures to streamline administrative tasks, reduce inefficiencies, and enhance productivity across departments.
- Budget & Resource Management: Manage the administrative budget, including expenses for office supplies, equipment, and third-party services. Ensure cost-effective resource allocation and monitor departmental spending.
- Vendor & Facility Management: Coordinate with vendors for office supplies, maintenance services, and other essential business operations. Oversee facility management, ensuring a safe, well-maintained, and organized office environment.
- Document & Information Management: Establish and maintain efficient systems for managing company documents, contracts, and internal communications. Ensure that all important records are accurate, up-to-date, and accessible as needed.
- Strategic Planning & Reporting: Work closely with senior leadership to assess and develop strategies for improving administrative operations. Provide regular reports and updates on operational performance, project status, and key issues.
- Project Coordination: Assist in the coordination of company-wide projects, ensuring deadlines are met, resources are appropriately allocated, and all necessary administrative tasks are completed.
- Compliance & Risk Management: Ensure that all administrative processes and activities comply with company policies, legal regulations, and industry standards. Implement measures to mitigate risks related to administrative functions.
- Support to Senior Leadership: Assist senior executives and management teams with administrative tasks, scheduling, and project support as needed. Manage executive calendars, meeting arrangements, and travel logistics.
- Employee & HR Support: Support HR processes such as onboarding, employee engagement, benefits management, and office-related employee services. Help facilitate employee communication and company-wide announcements.
Qualifications:
- Educational Background: A bachelor's degree in Business Administration, Management, or a related field. A Master's degree or certifications in operations management or project management (e.g., PMP) is a plus.
- Experience: 5+ years of experience in an administrative management or operations role, with a proven track record of leading teams and optimizing business processes.
- Leadership Skills: Strong leadership and people management skills, with experience supervising and developing teams. Ability to motivate and inspire a diverse group of individuals.
- Organizational Skills: Exceptional organizational and multitasking abilities. Proven experience managing complex administrative functions, handling multiple projects simultaneously, and meeting deadlines.
- Communication Skills: Excellent verbal and written communication skills, with the ability to effectively collaborate with different teams, senior leaders, and external vendors.
- Problem-Solving: Ability to identify problems, assess root causes, and implement practical solutions to improve operational efficiency and effectiveness.
- Budgeting & Financial Acumen: Experience with budget management and resource allocation. Ability to manage expenses and work within financial constraints while maintaining high service levels.
- Technical Skills: Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint, Outlook) and familiarity with office management software or enterprise resource planning (ERP) systems.
- Attention to Detail: High level of attention to detail, especially when managing important documents, coordinating logistics, or tracking operational performance.
- Project Management: Strong project management skills, with the ability to plan, execute, and oversee projects, including managing timelines, resources, and deliverables.
- Adaptability: Comfortable working in a fast-paced, evolving environment and able to adapt to changing business needs and priorities.
