Administrative Manager

Responsibilities:

General Administration:

• Oversee the day-to-day administrative operations of the company.
• Develop and maintain effective administrative systems, procedures, and controls.
• Ensure the office and company facilities operate efficiently and professionally.
• Coordinate administrative support for all departments.
• Ensure adequate availability of office supplies, stationery, consumables, and other administrative materials.
• Maintain proper filing and documentation systems.
• Monitor and improve administrative processes to reduce waste and improve efficiency.

Facilities & Office Management:

• Oversee the maintenance and proper functioning of office facilities.
• Coordinate repairs, maintenance, cleaning, security, utilities, and other facility-related services.
• Ensure the office environment is clean, safe, organized, and conducive for employees.
• Liaise with landlords, facility service providers, contractors, and other external vendors.
• Maintain records of maintenance activities and facility-related expenses.
• Ensure timely resolution of facility issues.

Procurement & Vendor Management:

• Coordinate the procurement of office supplies, equipment, consumables, and administrative materials.
• Source quotations from approved vendors and ensure competitive pricing.
• Maintain an updated database of suppliers and service providers.
• Monitor vendor performance and ensure quality and timely delivery.
• Support Management in negotiating favourable commercial terms with vendors.
• Ensure procurement activities comply with company policies and approval procedures.
• Monitor administrative procurement expenditure and identify opportunities for cost savings.

Company Assets & Inventory:

• Maintain an accurate register of company assets and equipment.
• Monitor the allocation and use of company assets.
• Coordinate periodic asset verification and reconciliation.
• Ensure company property is properly maintained and accounted for.
• Track company-issued equipment, furniture, electronics, vehicles, and other assets.
• Report damaged, missing, obsolete, or improperly utilized company assets to Management.
• Coordinate disposal or replacement of obsolete assets in accordance with company procedures.

Fleet & Transportation Coordination:

• Oversee the administrative management of company vehicles where applicable.
• Monitor vehicle maintenance, servicing, insurance, documentation, and compliance.
• Coordinate transportation arrangements for staff, visitors, Management, and official assignments.
• Maintain vehicle usage and maintenance records.
• Monitor fuel consumption and related expenses.
• Ensure company vehicles are used strictly for authorized business purposes.

Security & Safety Support:

• Coordinate with security personnel and security service providers.
• Ensure appropriate access-control procedures are maintained.
• Monitor visitor management and office access.
• Report security concerns and incidents to Management.
• Work with the HSE/Operations team to support workplace safety and emergency preparedness.
• Ensure administrative facilities comply with relevant safety requirements.

Employee Welfare & Support Services:

• Coordinate general employee welfare and workplace support services.
• Ensure adequate workplace amenities and basic employee facilities.
• Coordinate staff events, meetings, celebrations, and company-wide administrative activities.
• Support HR in onboarding logistics for new employees, including workspace, equipment, access, and other requirements.
• Assist in coordinating employee transportation, accommodation, travel, and other administrative arrangements when required.

Travel & Accommodation Administration:

• Coordinate travel arrangements for employees and Management when required.
• Arrange flights, accommodation, transportation, and related logistics.
• Maintain records of company travel expenses.
• Ensure travel arrangements are cost-effective and properly authorized.
• Support expatriate and visiting personnel with accommodation and administrative requirements where applicable.

Administrative Budget Management:

• Prepare and monitor the annual administrative budget.
• Track administrative expenses against approved budgets.
• Identify areas for cost reduction and improved operational efficiency.
• Ensure administrative expenditure is properly documented and authorized.
• Prepare regular administrative expenditure reports for Management.

Documentation & Records Management:

• Establish and maintain an effective administrative filing and documentation system.
• Maintain records of contracts, vendor agreements, service agreements, licenses, permits, asset documentation, and other administrative records.
• Ensure important documents are properly stored and easily retrievable.
• Monitor expiry dates of relevant licenses, contracts, insurance, permits, and service agreements.
• Ensure timely renewal of administrative documents.

Meeting & Management Support:

• Provide administrative support to Management and senior leadership.
• Coordinate meetings, venues, materials, refreshments, and logistics.
• Prepare meeting rooms and ensure required equipment is available.
• Coordinate official visitors and company guests.
• Support Management with administrative reports, documentation, and special assignments.

Administrative Team Management:

• Supervise administrative staff, office assistants, drivers, cleaners, receptionists, and other support personnel where applicable.
• Assign duties and monitor performance.
• Establish clear performance expectations and KPIs.
• Ensure adequate staffing and coverage for administrative functions.
• Provide coaching, guidance, and training to administrative personnel.
• Maintain discipline and professionalism within the administrative team.

Policy & Compliance:

• Develop and implement administrative policies and procedures.
• Ensure employees comply with company administrative policies.
• Monitor adherence to company procedures relating to assets, procurement, office facilities, transportation, visitors, and company resources.
• Identify administrative risks and recommend appropriate controls.
• Ensure all administrative activities are properly documented and auditable.

Requirements:

• Minimum of an HND in Business Administration, Public Administration, Management, or a related discipline.
• Professional certification in Administration, Management, Procurement, or a related field is an advantage.
• Membership of relevant professional bodies is an added advantage.

Key Performance Indicators (KPIs):

The Administrative Manager will be assessed based on:

• Efficiency of day-to-day administrative operations
• Administrative cost control and budget adherence
• Timely resolution of facility and maintenance issues
• Availability of essential office supplies and services
• Vendor performance and cost effectiveness
• Accuracy and completeness of company asset records
• Proper maintenance and utilization of company assets
• Fleet and transportation management efficiency
• Compliance with administrative policies and procedures
• Quality and accuracy of administrative reports
• Employee satisfaction with administrative support services
• Timely renewal of licenses, contracts, insurance, and other administrative documents
• Performance and productivity of the administrative team