The Head of Administration / Office Management is responsible for overseeing the organization’s administrative, office operations, and support functions to ensure smooth, efficient, and compliant day-to-day operations.

Jobs Descriptions

Fleet Management

• Oversee the company vehicle fleet, including allocation, usage, maintenance, license extension and replacement planning
• Ensure vehicle compliance with legal, insurance, registration, and safety requirements
• Monitor fuel consumption, mileage, and maintenance costs; implement cost-control measures

• Develop and enforce fleet usage policies and driver guidelines and Drive fleet cost optimization (workshops, insurers, GPS providers).
• Coordinate with all branches and stations for vehicle servicing, repairs, and breakdown support
• Track and report fleet performance, incidents, and utilization metrics

Assets Control Management

• Maintain an up-to-date inventory of all company assets (furniture, equipment, IT assets, tools, etc.)
• Implement asset tagging, tracking, and lifecycle management systems
• Conduct periodic physical asset verification and audits
• Investigate and report asset loss, damage, or misuse

Office Compound Cleaning & Maintenance and Front Office

• Oversee cleaning staff and define cleaning schedules, standards, and checklists
• Ensure cleanliness, hygiene, and upkeep of office buildings, compounds, and common areas
• Supervise reception staff and ensure professional handling of visitors, calls, mail, and deliveries
• Oversee the operation, monitoring, and maintenance of company utilities including generators, electrical systems, and water supply across offices, compounds, farms, and operational sites

Cross-Functional & Control Responsibilities

• Develop SOPs and policies for fleet, assets, cleaning, and front office operations
• Set KPIs and performance benchmarks for vendors and internal team
• Ensure compliance with internal controls, audits, and regulatory requirements
• Prepare periodic reports for management on operational efficiency and costs
• Own group admin budgets and planning; track spend and identify cost-saving opportunities without compromising service quality.
• Oversee and ensure timely renewal and compliance of all statutory licenses, permits, and registrations, including PPRD, Mining Licenses, Business Licenses, and Operational Permits
• Maintain a centralized register/calendar for all licenses, approvals, and renewal deadlines
• Monitor and control administrative and operational expenses related to company-owned or managed farms
• Lead, supervise, and control all company security personnel across offices, compounds, farms, and operational sites

• Bachelor’s degree in Business Administration, Management, or related field
• 7+ years of experience in administration or office management
• Prior leadership or team management experience preferred
• Strong organizational and multitasking skills
• Excellent communication and interpersonal abilities
• Budgeting and vendor management experience
• Problem-solving mindset with attention to detail
• Proficiency in MS Office / Google Workspace and office management systems