Assistant Manager Administration

About the role

The Assistant Manager – Administration supports the Operations department by overseeing administration, facilities, fleet, vendor contracts and support services across multiple sites. The role blends hands‑on execution with robust reporting and record‑keeping to ensure transparent, cost‑effective, and auditable operations.

Key responsibilities

• Plan, coordinate and oversee day‑to‑day administrative operations across all sites, including office services, front desk, travel, security, housekeeping and general support.
• Manage facilities and fleet maintenance, vehicle allocation, fuel logbooks and utilities to maintain a safe work environment.
• Handle vendor contracts, procurement, quotations, negotiations, renewals and service‑level monitoring.
• Maintain inventory, asset registers and stationery stocks while tracking expenses against budget.
• Prepare periodic admin reports, KPIs and cost analyses for management.
• Develop and improve SOPs, workflows and approval matrices, identifying automation and AI‑enabled efficiencies.
• Ensure compliance with company policy, governance and internal‑audit requirements.
• Supervise administrative support staff, manage duty rosters and follow up on performance.

Required profile

• Minimum 5 years of experience in administration/facilities management, with at least 2 years in a supervisory or assistant‑manager role.
• Strong planning, organizing and stakeholder‑management abilities.
• High attention to detail, integrity and ownership of accurate, auditable records.
• Ability to work independently and drive tasks to closure with minimal supervision.

Required skills

• Proficiency in MS Office, especially MS Excel for tracking and reporting.
• Comfortable using AI tools such as ChatGPT, Microsoft Copilot or Claude for drafting, reporting and process automation.
• Vendor management, negotiation and contract handling.
• Familiarity with ERP/reporting tools (e.g., Power BI) – preferred.