Administration Manager

Role & responsibilities

Team Management:

• Manage and review the work of the entire admin team Team Lead, Front Desk Executive, housekeeping, security, and cab/travel vendor coordination.

• Prepare shift rosters, manage attendance/coverage, and conduct performance check-ins for the team.

• Act as the final point of escalation for admin issues before they need to go to the Director of Business Operations.
• Set and monitor day-to-day service standards (e.g., supply turnaround, facility response times) for the team.

Vendor & Procurement Management:

• Own the full vendor management cycle for admin vendors (cab, housekeeping, security, facility maintenance, office supplies) onboarding, contract renewal, pricing negotiation, and termination when required.
• Maintain a complete vendor compliance record (contracts, insurance, licenses, SLAs) and ensure renewals happen on schedule with no gaps. • Conduct periodic vendor performance reviews and address service or compliance issues directly with vendors.

• Ensure procurement requests are processed per defined approval workflows and properly documented. Facility, Health & Safety Compliance:

• Ensure full compliance of the office premises with fire safety, emergency preparedness, and workplace hygiene/safety requirements. • Maintain and enforce the compliance calendar for all facility-related renewals and statutory requirements; ensure zero lapses.
• Conduct periodic safety/facility audits and maintain audit-ready documentation.
• Liaise directly with landlords, facility contractors, and local authorities on compliance and maintenance matters. Cost & Expense Management:
• Monitor admin department spend against the approved budget (vendor costs, supplies, travel, maintenance) and report variances to the Director of Business Operations.
• Maintain accurate, audit-ready records of all admin expenses, invoices, and vendor payments.
• Recommend cost-control measures within existing budget lines; final budget approval rests with the Director of Business Operations. General:

• Coordinate with HR on execution of employee engagement events, celebrations, and internal communication logistics.

• Maintain, update, and enforce SOPs across the admin function.
• Ensure consistent documentation and record-keeping across all admin processes for audit purposes.

Preferred candidate profile

7+ years of experience in office administration/facility operations, including at least 3 years managing/supervising a team.

• Strong, hands-on experience with vendor contract management and facility/health & safety compliance.

• Experience tracking and reporting on department expenses.

• Strong MS Office skills (Excel for tracking, PowerPoint for reporting as needed).

• Excellent communication and people-management skills across a mixed team of executives and support staff.

• Bachelor's degree required; a certification in facility management or safety compliance is a plus.