Administration Manager / Office Manager

Admin Work:

• Prepare, monitor and control department action plan and budget “Admin, Maintenance, Purchasing”
• Work with accounting department to set budget, monitor costs, and expenses to assist in the budget preparation of the department.
• Supervise day-to-day related tasks of the administrative department and staff members.
• Develop and maintain a filing system, implement new procedures and administrative systems.
• Typing, preparing and assembling reports or any requested letters, contracts and memos and coding documents.
• Answering calls, taking messages, handling correspondence, maintaining diaries and arranging appointments for the CEO
• Maintain departments schedule, update event calendars; schedule appointments, conferences, and teleconferences.
• Manage daily/weekly/monthly agendas, arrange meetings and taking minutes.
• Coordinate with the operations department to book meeting rooms for internal meetings for all departments.
• Maintain office services by organizing admin work, Mailing; clerical functions and organizing missions outside the company through the messenger/courier.
• Booking of airline tickets, organize travel and accommodation for staff for any business meeting.
• Manage, train and evaluate his/her team.
• Any additional administrative work in the scope of the company can be requested.

Maintenance:

• Work collaboratively with all departments to implement Maintenance policies and procedures to maintain the appropriate quality of services.
• Responsible and accountable for the maintenance of facilities and office equipment including machines, printers, AC etc. (either personally initiated or through subordinates)
• Responsible for the way equipment runs and looks and for the costs to achieve the required level of performance
• Communicate with competent offices and technicians to repair any malfunctions in any device or machine.
• Follow up the repair of anything related to plumbing, carpentry, and electricity in the office.
• Follow-up on a regular basis to ensure the safe and efficient operation of equipment and machinery.

Purchasing:

• Work collaboratively with all departments to implement procurement strategies and methodologies and maintain the appropriate quality of goods and services.
• Review supply requisitions to ensure adherence to quality and procedures.
• Manage office purchases, orders cycle with attention to budgetary constraints.
• Ordering stationery and all office supplies.
• Contact vendors to be aware by the pricing of any office supplies, cleaning tools, stationery, and any other services to determine a list of possible vendors.
• Evaluate offers and compare prices and quotations.
• Negotiate contracts for the supply of goods and services so as to minimize the total cost.
• Conduct a market survey to rate contracts, proposals and all data of prices to identify early suppliers for company services and needs.
• Work closely with potential suppliers to ensure effective support.
• Negotiate and executes contracts with the vendors as per criteria of quality, cost, and delivery.
• Maintain database of all prices approved as a record and keep track of changes in prices frequently and updates.