The Assistant Admin Manager is responsible for overseeing and managing all administrative and operational functions. This position combines hands-on management of daily tasks with supervisory duties, ensuring all administrative processes, procurement activities, and reporting are executed with strict adherence to company policy and compliance standards. The Assistant Admin Manager is also responsible for leading and mentoring junior administrative staff and supporting the Head of Department achieving departmental goals.

Office Administration:

• Conduct daily walkthroughs and inspections of the office to ensure the office environment and common areas and pantry etc are maintained to high standards of cleanliness and functionality.
• Work together with M&E Officer. Log, prioritize, and track all maintenance requests (M&E, plumbing, electrical, etc.) to ensure timely resolution.
• Manage inventory and procurement for all general office supplies, stationery, and non-M&E assets. Implement efficient stock control and distribution procedures.
• Oversea Office Vehicle and Employee Transportation Arrangements.
• Maintaining and recording of necessary data relating to office management and administrative matters.

Facility Management:

• Supervise the maintenance and functionality of office equipment, furniture, and infrastructure.
• Ensure compliance with health, safety, and security regulations within the workplace.
• Managing, checking, tagging, recording and periodically auditing of the fixed assets.
• Take full responsibility for the control and updating of all company fixed assets, ensuring all records are accurate and up-to-date.
• Manage the inventory and proper allocation of all office resources and supplies.
• Support office space planning, seating arrangements, and departmental relocations.
• Ensure all the offices are covered for necessary insurance such as fire insurance and renewals are made in timely manner

Budget and Bill Management:

• Assist in preparing and monitoring the administrative budget.
• Manage the office petty cash fund, ensuring all transactions are accurately recorded, reconciled monthly, and processed in compliance with company finance policies.
• Collect, verify, and process invoices from all service vendors, coordinating with the Finance department for timely payment.
• Identify cost-saving opportunities and optimize administrative expenses.
• Prepare and submit accurate weekly and monthly expense reports to the Line Manager/Head of Department for approval process.

Vendor and Contract Management:

• Coordinate with vendors and service providers for maintenance, repairs, and other operational needs.
• Negotiate contracts and monitor vendor performance to ensure quality and cost-effectiveness.
• Manage AMC (Annual Maintenance Contracts) for lifts, generators, air conditioning, CCTV, pest control, water purification systems, etc.

Team Management:

• Supervise and guide Admin staff, delegating daily tasks, monitoring performance to ensure high service standards.
• Manage and assign duty rosters for office helpers, ensuring optimal coverage based on the planned activities at the office and productivity. 

Security, & Compliance:

• Oversee building security protocols, including managing door access cards for employees and visitors, coordinating with security guard services, and maintaining CCTV system operation.
• Ensure fire safety systems are operational and conduct periodic drills.
• Enforce all company security protocols and safety procedures within the office to ensure the protection of staff and assets.
• Ensure the office operates in full compliance with company policies and local regulations.

• Bachelor’s degree in business administration, management or a related field
• At least five (5) years of experience in charge of administrative managerial duties, office and building management.
• Adequate knowledge of Contracts and contractual Terms.
• Ability to work with stakeholders to access complex issues pragmatically.
• Ability to define problems, establish facts, analyze situations and make decisions.
• Capability to interact with and lead employees at various levels.
• Excellent Microsoft Office Skills.
• Business English Communication skills.
• Proficient in MS Office, including Word, Excel, Power Point and Outlook.