Administration Manager

Job Description

Position Overview: The Office Administration, Facility, and Security Manager is responsible for overseeing the daily operations of the office, managing the facility, and ensuring the safety and security of the workplace. This role involves supervising administrative staff, managing office supplies and services, coordinating maintenance activities, and implementing comprehensive security measures to protect the companys assets and employees. Key Responsibilities: Office Administration: Oversee and manage all administrative functions to ensure efficient operation of the office. Supervise administrative staff, including hiring, training, and performance management. Manage office supplies and inventory, ensuring that the office is stocked with necessary materials. Coordinate the procurement of office equipment, furniture, and other necessities. Develop and implement office policies and procedures to improve efficiency and ensure compliance with company standards. Serve as the point of contact for office-related inquiries and issues. Facility Management: Oversee the maintenance and upkeep of the office building, including HVAC systems, electrical, plumbing, and other infrastructure. Coordinate with external vendors and service providers for facility maintenance, repairs, and upgrades. Ensure compliance with health and safety regulations, conducting regular inspections and addressing any issues promptly. Manage office layout changes, including moves and reconfigurations of workstations. Monitor and manage office utilities and energy usage, implementing cost-saving measures where possible. Security Management: Develop, implement, and maintain security policies and procedures to safeguard the companys assets and personnel. Oversee the installation and maintenance of security systems, including surveillance cameras, access control, and alarm systems. Manage security personnel, including hiring, training, scheduling, and performance evaluation. Conduct regular security audits and risk assessments to identify vulnerabilities and implement corrective actions. Coordinate emergency response plans, including fire drills, evacuation procedures, and crisis management. Liaise with local law enforcement and emergency services to ensure a coordinated response in case of security incidents. Monitor and control access to the facility, ensuring that only authorized personnel and visitors are allowed entry. Budget and Resource Management: Develop and manage the office, facility, and security management budget, ensuring cost-effective use of resources. Monitor expenses and negotiate contracts with vendors and service providers to optimize costs. Prepare and present reports on facility and security operations, budgets, and significant issues to senior management. Health and Safety: Implement and oversee health and safety protocols, ensuring a safe working environment for all employees. Conduct regular safety drills, including fire and evacuation drills, and ensure compliance with emergency preparedness plans. Stay up to date with changes in health and safety legislation and ensure the office is compliant with all relevant regulations. Vendor and Contract Management: Negotiate and manage contracts with service providers, including cleaning services, security, and maintenance. Build and maintain strong relationships with vendors to ensure high-quality service delivery. Monitor vendor performance and address any issues or discrepancies. Event Coordination: Plan and coordinate office events, meetings, and functions, including logistics, catering, and other arrangements. Assist in the organization of company-wide events and activities as needed. Qualifications: Proven experience in office administration, facility management, and security management, preferably in a similar role. Strong leadership and team management skills. Excellent organizational and multitasking abilities. Knowledge of security protocols, health and safety regulations, and best practices. Proficient in office management software and tools (e.g., MS Office Suite, facility management software, security systems). Strong communication and interpersonal skills. Ability to negotiate and manage contracts with vendors. Detail-oriented with strong problem-solving skills.