We are seeking a highly organized, proactive, and experienced Administrative Services Manager to lead and optimize our administrative operations. Reporting to Head of Operations Department, you will be instrumental in ensuring the smooth and efficient functioning of our office environment, supporting our teams, and contributing to our overall success.

Key Responsibilities:

• Strategic Planning & Management:
  • Plan, organize, direct, control, and evaluate the operations of administrative services within the organization.
  • Develop and implement administrative policies and procedures to improve efficiency and effectiveness.
  • Allocate material, human, and financial resources to implement organizational policies and programs.
  • Participate in the development of the organization's strategic plan.
• Office Management & Support:
  • Oversee and manage the daily administrative operations of the office, including reception, mailroom, office supplies, equipment maintenance, and facility management.
  • Ensure a safe, clean, and organized work environment.
  • Administer contracts for the provision of supplies and services.
  • Coordinate and manage office moves, renovations, and reconfigurations as needed.
• Team Leadership & Development:
  • Supervise, train, and mentor administrative staff (e.g., administrative assistants, receptionists, office coordinators).
  • Delegate tasks and responsibilities effectively, ensuring high-quality work and adherence to deadlines.
  • Conduct performance reviews and provide constructive feedback to foster professional growth.
  • Promote a positive and collaborative team environment.
• Budgeting & Financial Oversight:
  • Prepare and manage budgets for administrative services, monitoring expenditures and identifying cost-saving opportunities.
  • Approve and track invoices, ensuring timely payments and accurate record-keeping.
  • Negotiate with vendors and service providers to secure favorable terms.
• Process Improvement & Efficiency:
  • Continuously review and analyze administrative processes, identifying areas for improvement and implementing solutions.
  • Implement new technologies and systems to streamline operations and enhance productivity.
  • Develop and maintain robust record-keeping systems.
• Interdepartmental Collaboration:
  • Liaise with various departments to understand their administrative needs and provide appropriate support.
  • Collaborate with HR, IT, Finance, and other teams to ensure seamless operations.
• Special Projects:
  • Lead or contribute to special administrative projects as assigned.

Qualifications:

• Education:
  • A university degree or college diploma in business administration, public administration, or a related field is typically required.
• Experience:
  • Several years of experience in a supervisory or managerial capacity in administrative services.
  • Proven experience in managing budgets and negotiating with vendors.
  • Strong understanding of office management principles and procedures.
• Skills & Attributes:
  • Exceptional organizational and time management skills with a strong attention to detail.
  • Excellent written and verbal communication skills.
  • Strong leadership and team-building abilities.
  • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and office management software.
  • Ability to prioritize tasks, manage multiple projects simultaneously, and work effectively under pressure.
  • Problem-solving and decision-making skills.
  • Discretion and ability to handle confidential information.
  • Proactive and adaptable with a positive, can-do attitude.