Administration Manager

Job Summary:

The administration manager oversees the administrative services to ensure that the premises is equipped with the supplies and services required to maintain a smooth flow of work on a daily basis.

Responsibilities:

• Direct, coordinate and plan essential services such as security, maintenance, fleet, cleaning, customs, and food services.
• Plan the best allocation and utilization of space and resources for the premises.
• Monitor the facility to ensure that it remains safe, secure, and well maintained.
• Respond appropriately to emergencies or urgent issues as they arise and deal with their consequences.
• Supervise and coordinate the work of security and cleaning contractors.
• Check that the agreed upon work by the staff or contractors has been completed satisfactorily and follow up on any short comings.
• Maintain up-to-date lists of contractors and pricing arrangements to ensure that the company achieves the most favorable commercial terms.
• Assess and negotiate the best deals with services’ contractors and suppliers.
• Determine which transportation provider should be selected and act as the primary contact with the selected provider.
• Develop an integrated network of transport services to ensure that the best possible use is made of the company’s resources for transport.
• Assist in the development of the fleet services budget to include a review of the past year’s expenses.
• Adjust and administer all deals with the providers of staff transportation.
• Record and maintain licenses and repair/maintenance records of the department’s cars, as well as conduct preventive maintenance checks.
• Oversee the process of maintenance and repair of the building as well as its electrical system.
• Supervise food services staff to ensure that they provide high quality services to employees.
• Plan, organize, direct, control, and evaluate the operations of customs.
• Resolve complaints regarding services provided by the department staff.
• Prepare and review operational reports and schedules to ensure accuracy and efficiency.
• Deal with the corporate lawyer regarding the company’s legal issues, and provide him with any required documents.
• Oversee the translation of all legal documents from Arabic to English and vice versa.
• Oversee and coordinate preparations for social activities (Iftar party, trips, book fair, …etc).
• Establish and maintain effective formal and informal links with relevant government institutions, agencies, and local authorities, including the General Authority for Investment and Free Zones (GAFI).
• Negotiate the purchase of materials and equipment required by the company, ensuring that they meet the specifications and can be delivered at the desired time at the most favorable prices.
• Carry out and supervise audits on fixed assets and recommend changes when necessary.
• Maintain records of mobiles, iPads, and laptops provided to employees as well as monitor their expenses.