Administration Manager

Job Summary

We are looking for an experienced administration manager to supervise daily support operations of our company and plan the most efficient administrative procedures. They will lead a team of professionals to complete a range of administrative duties in different departments. The goal is to ensure that all support activities are carried out efficiently to allow all other operations to function at optimum levels.

Responsibilities

• Directing, coordinating, and planning essential services such as security, maintenance, fleet, cleaning, customs, and food services
• Planning the best allocation and utilization of space and resources for the premises
• Monitoring the facility to ensure that it remains secure and well maintained
• Responding appropriately to emergencies or urgent issues as they arise and dealing with their consequences
• Supervising and coordinating the work of security and cleaning contractors
• Checking that work assigned to the staff or contractors has been completed satisfactorily and following up on any short comings
• Maintaining up-to-date lists of contractors and pricing arrangements and assessing and negotiating the best deals with service contractors and suppliers to ensure that the company achieves the most favorable commercial terms
• Determining which transportation provider should be selected and acting as the primary contact with the selected provider
• Developing an integrated network of transport services to ensure that the company’s resources are put to optimum use
• Assisting in the development of the buses’ services budget to include a review of the year’s expenses
• Adjusting and administering all deals with the providers of staff transportation
• Recording and maintaining licenses and repair/maintenance records of the department’s cars as well as conducting preventive maintenance checks
• Overseeing the process of maintenance and repair of the building as well as its electrical system
• Supervising food service staff to ensure that they provide quality service to employees
• Planning, organizing, directing, controlling, and evaluating the operations of customs
• Resolving complaints regarding services provided by the department staff
• Preparing and reviewing operational reports and schedules to ensure accuracy and efficiency
• Dealing with the corporate lawyer regarding the company’s legal issues and providing them with any required documents
• Overseeing the translation of all legal documents from Arabic to English and vice versa
• Overseeing and coordinating preparations for social activities (Iftar parties, trips, annual Book Fair trip, etc.)
• Establishing and maintaining effective links with relevant government institutions, agencies, and local authorities, including the General Authority for Investment and Free Zones (GAFI)
• Negotiating the purchase of materials and equipment required by the company and ensuring that they meet the specifications and can be delivered at the desired time at the most favorable prices
• Carrying out and supervising audits on fixed assets and recommending changes when necessary
• Maintaining records of mobile phones, tablets, and laptops provided to employees