Administration Manager

We are seeking a highly organized and proactive Office Administrator to manage daily office operations and serve as the primary liaison with building management and vendors. This role involves overseeing office maintenance, coordinating relocations, managing budgets, and supporting staff to ensure a smooth and efficient workplace environment. The ideal candidate will be adept at negotiation, event coordination, and maintaining strong relationships with all stakeholders, including senior management.

Key Responsibilities

Building / Landlord Liaison: Serve as the main contact for building and office management regarding daily operational matters. Negotiate lease renewals and rental increases to ensure favorable terms for the company.

Office Relocation: When necessary, identify and evaluate potential new office locations. Prepare detailed proposals for review and approval by the General Manager.

Expenses & Records Management: Oversee office expenses, petty cash, and administrative budgets. Maintain accurate financial records and documentation to support transparency and accountability.

Equipment & Workstation Setup: Coordinate the procurement, repair, and replacement of office equipment and furniture. Prepare workstations and necessary technology, such as laptops, for new employees in collaboration with HR.

Support Staff Supervision: Manage office support personnel including office assistants, drivers, security, and maintenance staff. Monitor attendance, punctuality, and enforce workplace discipline.

Pantry & Office Upkeep: Ensure pantry supplies are consistently stocked and maintain a clean, safe, secure, and well-maintained office environment.

Responsiveness & Logistics: Respond promptly to requests from headquarters, the General Manager, and colleagues. Organize transportation and travel logistics for meetings, events, and visitors. Address and resolve office-related issues efficiently.

Vendor Relationships: Build and maintain strong working relationships with reliable vendors for office supplies, maintenance, and services. Source vendors and negotiate pricing and contract terms to optimize costs.

Event Planning: Organize monthly team gatherings, selecting appropriate venues and managing logistics. Coordinate the company’s two major annual events, including the anniversary celebration, working closely with event coordinators and vendors.

Required Qualifications

- Bachelor’s degree in Business Administration or a related field.
- Minimum of 5 years’ experience in office administration or facilities/office management.
- Proven ability to liaise effectively with landlords, building management, vendors, and senior leadership.
- Strong negotiation skills, particularly in lease agreements and vendor contracts.
- Demonstrated experience in managing office relocations is advantageous.
- Event planning and coordination experience is a plus.

Required Skills

- Organizational & Time Management: Capable of prioritizing and managing multiple tasks efficiently in a dynamic environment.
- Communication: Excellent verbal and written communication skills for interaction with various stakeholders.
- Negotiation: Confident in negotiating rental terms, vendor agreements, and event arrangements.
- Responsiveness: Quick to respond and resolve issues raised by management or colleagues.
- Bookkeeping & Numeracy: Accurate in tracking expenses and managing petty cash.
- Event Coordination: Skilled in planning and executing both small team events and larger company-wide functions.
- Discretion: Ability to handle sensitive and confidential information with professionalism.
- Computer Literacy: Proficient in Microsoft Office Suite and general administrative software.

This role offers the opportunity to contribute significantly to the operational efficiency and workplace culture of the company. If you are a detail-oriented professional with strong interpersonal skills and a proactive approach, we encourage you to apply.