Administration Manager - Facility Management/Office Administration/Resource Management

Position Title: Administration Manager - Facility management/House keeping/Office administration/Resource management

Position Background:

The position of Administration Manager has become open at a very opportunistic time for the right candidate, given the current growth momentum of the business.

It is expected that the successful candidate will quickly take over the existing procedures, policies and systems of office administration, and then develop a go-forward plan for the Office. This plan will include recommendations for enhancements in order to support the growth and change currently underway.

This position is expected to participate, and partner with the executive management team. As a key element of this role, the candidate will be working alongside key operating department heads as an integrated team member, as well as providing mature general management input and decision making in office administration matters.

Position Description & Key Responsibilities:

To head the company's office administration and management of facility, by maintaining and enhancing the resources as needed. Planning, implementing, and evaluating resources policies, programs and practices. Primary functions include facility management and vendor management for resources. The successful candidate will need to manage inter-personal relations with different departments and foster excellent and proactive communication with the teams.

Specific and key areas of responsibility include:

- Process setting and implementation of work to be carried in office premises, office maintenance, supervision of house keeping and security guards,

- Supervision of canteen and cafeteria management.

- Maintenance of attendance & access control management systems.

- To seek resources vendors at the best price and co-ordinate with paneled vendors to ensure problems are rectified before TAT.

- Negotiate with vendors in order to cover AMC for all types of resources. Maintenance of vendor data base & payment Tracker.

- Meet all paneled vendors frequently, to ensure compliance and, to execute renewal/new agreement with the vendors.

- Check and maintenance UPS, EPBAX, DG, Pest Control, Carpentry, Plumbing, Electrical and other machinery.

- Managing petty cash and administration staffs / executives, and ensure their responsibilities are completed.

- Handling international travel tickets and UAE, USA & UK visas.

Key Skills & Experience Requisites:

- Graduation in Business management with minimum 3-6 years of experience handling the facility/resources management of an entire office setup in an organization

- Excellent people management skills and ability to manage multiple stakeholders

- Ability to build rapport with key members of the executive team

- Self-motivated and capable of handling unstructured work scenarios

- Ability to deliver with high employee satisfaction,

- Good communication with written English skills

In addition to the specific skills and experience listed above, the following abilities and personal skills are desirable for this position:

- Priority driven, results oriented person

- Intellectually curious and comfortable in proactively speaking up among peers and senior executives alike

- Keen analytic, organization and problem solving skills which support and enable sound but timely decision making

- Excellent communication and relationship building skills with an ability to prioritize, negotiate, and work with a variety of internal and external stake holders

- A multi-tasking capability to address multiple issues in a fast-paced environment

- Successful track record in managing a small team and past exposure to working with fast growing small to medium-sized companies. Good to have exposure from US corporate office structure.