Assistant Manager, Administration

Job description

• Budget Management: Oversee Opex, Capex, and Travel & Entertainment Budgets.

• Business Continuity: Manage BCP, Crisis Management, Crisis Support, Pandemic protocols, BCP Tests, and Fire Evacuation.

• Travel Management: Oversee travel reservations, including air tickets, accommodation, and insurance.

• Event Management: Support staff events and manage corporate gifts.

• Facilities Management:

• Areas: Front office, meeting rooms, common areas, office areas, and pantry.

• Tasks: Cleaning, pest control, air-conditioning maintenance, door access control, camera system, floor plan updates, health and safety, multi-functional device maintenance, space sourcing, office renovation, and vendor performance.

• Front Office Operations: Manage reception, scale model, common areas, telecommunication, and courier services.

• Office Services: Handle business card printing, security access, print privileges, nameplate/room signage, workspace setup, and office relocation.

• Parking Management: Register and manage staff parking slots.

• Procurement: Oversee sourcing, approval papers, contract awards, PR/PO, GRN/bills processing, and fixed asset management.

• Physical Security: Manage access control, security reports, intrusion alarms, surveillance systems, and master keys.

• Records Management: File documents according to the file plan.

• Transportation Management: Schedule and manage drivers and transportation.

• Insurance: Manage all risks office insurance.

• Additional Tasks: Perform other duties as assigned by the manager.

Job requirement:

• Proven experience as an Administrative Manager or similar role.

• Understanding of office management procedures and policies.

• Familiarity with financial and facilities management principles.

• Proficient in MS Office.

• Strong organizational and multitasking abilities.

• Excellent communication and leadership skills.

• Analytical and problem-solving skills