Assistant Manager Admin

Assistant Manager - Administration

Job Purpose:

To oversee and streamline all administrative operations across the organization, ensuring effective resource management, vendor coordination, timely reporting, proactive support, staff development, and team retention. Conduct daily and weekly planning sessions with the admin team, and foster a culture of transparency, collaboration, and accountability.

Key Responsibilities

• Team Supervision: Supervise, onboard, mentor, and guide executive/admin staff in daily tasks (fuel management, stationery, cleanliness, vendor follow-ups, local purchases). Foster a positive team environment and minimize turnover.
• Daily/Weekly Planning: Conduct daily morning huddles and weekly planning meetings to assign tasks ahead of time and ensure clarity.
• Operations Oversight & Stationery Management:
• Review daily fueling, vehicle readings, and maintenance records; monitor stationery stock levels.
• All stationery requests and issuances must strictly be managed through the official portal. Under no circumstances will any request be entertained through manual or verbal communication, and the portal process must not be bypassed.
• Procurement & Vendor Management: Approve procurement plans; source and onboard at least one new vendor per month; maintain vendor relationships and negotiate pricing.
• Preventive Maintenance & Utilities: Ensure timely maintenance of office infrastructure (generators, solar panels); coordinate utility issue resolution.
• Fleet & Documentation Management: Maintain compliance and documentation for all company vehicles; oversee maintenance schedules and fuel reconciliation.
• Issue Resolution: Address escalated issues from branches; coordinate for swift resolution and ensure urgent matters are handled same day.
• Strategic Input: Identify process inefficiencies and recommend improvements; support budgeting and cost-saving initiatives.
• Branch & Petty Cash Management: Monitor and approve petty cash; ensure branch spending aligns with budgets.
• CCTV & Server Room Monitoring: Oversee CCTV operations; perform daily server room checks and coordinate technical servicing.
• Reporting: Provide daily, weekly, and monthly admin reports to CEO on operations, fleet, vendors, and team performance.