Administration Manager

Job Summary

We are seeking an Administration Manager to oversee and support our daily operational activities. This role involves managing comprehensive administrative functions such as office and facility management, employee administration coordination, compliance system upkeep, dedicated support for the service department, and overseeing the company vehicle fleet. Candidates with a strong background in administration and a managerial approach are encouraged to apply.

Main Duties

• Supervise daily office operations including sorting incoming and outgoing mail and courier shipments, maintaining office equipment and facilities, and coordinating with external service providers for cleaning, security, and fire protection.
• Manage procurement processes for office supplies and warehouse maintenance costs, organize warehouse upkeep, and arrange necessary repairs through negotiation.
• Oversee daily office-related expenses by sorting, verifying, and filing utility bills, handling rent invoices, property management fees, and associated concerns.
• Coordinate employee administrative tasks such as processing company credit card applications and cancellations, collecting monthly expense receipts, managing fixed asset transfers for new and departing employees, compiling accurate monthly attendance records, and verifying overtime submissions.
• Collaborate with external partners to facilitate on-site compliance activities for ISO 45001 standards and maintain the operation of the ISO 9001 quality management system to ensure ongoing compliance.
• Provide administrative support for the service department by organizing and archiving official documents like job sheets, LOLER inspection certificates, CE compliance certificates, and monthly courier waybills and delivery notes; also manage purchase requests raised by this department.
• Administer the company vehicle fleet by handling vehicle expense documentation, monitoring traffic violation notices, managing vehicle compliance requirements, and processing vehicle insurance claims as necessary.

Qualifications and Requirements

• At least three years of relevant experience in administrative operations.
• Strong familiarity with office administration, fixed asset management, procurement, and facility maintenance; experience maintaining ISO 9001 and ISO 45001 systems is advantageous.
• Proficient in Microsoft Office applications, skilled in data organization, report creation, and document management.
• Excellent communication and coordination abilities, keen attention to detail, capacity to manage various tasks simultaneously, and a high level of responsibility.