Assistant Manager Administration

To assist in managing and coordinating the day-to-day administrative operations of the organization, ensuring a safe, efficient, well-maintained, and disciplined working environment while providing effective administrative support to employees and management.

Key Responsibilities

• General Administration
• Assist in managing day-to-day administrative activities and ensure smooth office operations.
• Coordinate with different departments regarding administrative requirements and services.
• Maintain proper records of administrative matters, correspondence, assets, and office documentation.
• Ensure implementation of company policies, procedures, and administrative controls.
• Facility & Office Management
• Supervise the maintenance, cleanliness, and upkeep of offices, factory premises, common areas, and other facilities.
• Coordinate with maintenance teams and external service providers for repair and maintenance activities.
• Ensure availability of office supplies, stationery, furniture, and other administrative requirements.
• Monitor utility services including electricity, water, telephone, internet, and other facilities.
• Security & Safety Coordination
• Coordinate with security staff to ensure effective security arrangements for employees, visitors, vehicles, and company premises.
• Monitor entry/exit procedures and visitor management.
• Assist in implementing workplace safety, emergency response, and security procedures.
• Maintain coordination with relevant authorities and emergency services when required.
• Transport & Logistics
• Assist in managing company vehicles, transportation arrangements, drivers, and vehicle schedules.
• Monitor vehicle usage, fuel consumption, maintenance, and related records.
• Arrange transportation for employees, visitors, meetings, and official assignments as required.
• Housekeeping & Support Services
• Supervise housekeeping, janitorial, cafeteria, tea/refreshment, and other support services.
• Ensure cleanliness and hygiene standards are maintained across the premises.
• Monitor attendance and performance of outsourced/support staff.
• Vendor & Contractor Management
• Coordinate with vendors, contractors, and service providers for administrative requirements.
• Obtain quotations and coordinate procurement of routine administrative items in accordance with company procedures.
• Monitor service quality and ensure timely completion of assigned work.
• Employee & Visitor Support
• Facilitate administrative requirements of employees and departments.
• Manage visitor arrangements, meeting facilities, and official events.
• Assist in resolving routine employee administrative issues and queries.
• Events & Meetings
• Coordinate arrangements for meetings, conferences, training sessions, company events, and official visits.
• Ensure meeting rooms, refreshments, seating, equipment, and other required facilities are arranged.
• Record Keeping & Reporting
• Maintain accurate administrative records and documentation.
• Prepare periodic reports regarding vehicles, utilities, security, housekeeping, expenses, and other administrative activities.
• Monitor administrative expenses and assist in maintaining costs within approved budgets.
• Additional Responsibilities
• Assist the Manager Administration in developing and implementing administrative procedures.
• Support management in special assignments and projects.
• Perform any other administrative duties assigned by the management from time to time.

Required Qualification

• Bachelor's degree in Business Administration, Management, Public Administration, or a related field.
• Master's degree / relevant professional qualification will be an advantage.

Work Location: In person