Job Title: Head of Administration (Head Admin)
Department: Administration
Location: Turbhe
Job Type: Full-Time / Permanent
Job Purpose:
The Head of Administration is responsible for overseeing and managing all administrative functions of the organization. This includes streamlining operations, ensuring compliance with policies and regulations, managing the administrative team, and supporting the efficient functioning of all departments. The role requires excellent leadership, communication, and organizational skills to ensure that administrative activities align with the organizations goals and objectives.
Key Responsibilities:
Leadership & Team Management:
Lead, manage, and mentor the administration team, including administrative assistants, office managers, and support staff.
Establish performance metrics and conduct regular evaluations.
Foster a culture of continuous improvement, accountability, and high performance within the administrative team.
Operational Oversight:
Ensure the smooth operation of daily administrative functions, including facilities management, office supplies, and overall workplace efficiency.
Develop and implement operational strategies that improve workflow and efficiency.
Maintain a high standard of office environment and safety.
Budget & Financial Management:
Develop and manage the administrative budget, ensuring cost-effective utilization of resources.
Monitor expenditures, including vendor contracts, supplies, and office equipment.
Ensure procurement processes are transparent, efficient, and cost-effective.
Policy Development & Compliance:
Develop, implement, and enforce company policies, procedures, and compliance frameworks related to administrative functions.
Ensure compliance with all legal, regulatory, and safety requirements.
Stay up-to-date with relevant regulations and laws impacting administrative practices.
Vendor Management:
Oversee relationships with external service providers, including facilities management, office supplies, IT vendors, and contractors.
Negotiate contracts and manage vendor agreements to ensure quality and cost control.
Office Management:
Ensure the proper functioning of office systems such as IT, telecommunications, security, and maintenance.
Manage the allocation of office space and ensure that the physical office environment meets the needs of the organization.
Implement sustainability and energy-saving practices in office operations.
Strategic Support:
Provide administrative support to senior management, including the preparation of reports, presentations, and other documentation as needed.
Participate in strategic planning and decision-making processes to align administrative operations with organizational goals.
Event and Project Management:
Oversee the planning and execution of company events, meetings, and conferences.
Lead and manage special administrative projects, ensuring they are delivered on time and within budget.
Key Skills and Competencies:
Leadership: Strong leadership and team management skills, capable of driving high performance and motivating staff.
Organizational Skills: Exceptional ability to organize, prioritize, and manage multiple tasks efficiently.
Communication: Excellent verbal and written communication skills for effective interaction with staff, vendors, and executives.
Problem Solving: Ability to anticipate challenges and develop solutions that support operational efficiency.
Attention to Detail: High level of accuracy and attention to detail in administrative processes.
Tech-Savvy: Proficiency in Microsoft Office Suite, office management software, and familiarity with modern IT systems.
Negotiation Skills: Strong negotiation and contract management capabilities.
Qualifications:
Education: Bachelors degree in Business Administration, Management, or a related field (Masters degree preferred).
Experience:
Minimum of 7-10 years of administrative experience, with at least 3-5 years in a leadership or managerial role.
Experience managing budgets, vendor relationships, and administrative teams.
Certifications: Relevant certifications in administration, management, or operations (e.g., PMP, Certified Administrative Professional) are a plus.
Work Environment:
Typical office environment with standard working hours. Occasional travel may be required for meetings or office oversight at different locations.
This Job Description can be adjusted to reflect the unique needs of your organization, including specific software tools or industry requirements. Let me know if you'd like to add or change anything!
