Assistant Manager – Administration

About the role

The Assistant Manager – Administration will oversee the organisation's administrative operations, ensuring efficient use of office supplies, equipment and facilities while staying within budget. This role reports to the Group CFO and collaborates across departments to maintain smooth daily operations.

Key responsibilities

• Identify, negotiate and finalize contracts with service agencies.
• Negotiate rates and place orders for office supplies and stationery.
• Manage company vehicle and monitor driver performance.
• Ensure annual maintenance contracts are signed, renewed and executed on schedule.
• Oversee repair and preventive maintenance of office equipment.
• Allocate office space to departments appropriately.
• Develop and track processes for all administrative functions.
• Prepare and maintain monthly expense reports and bill trackers.
• Create ad‑hoc reports as required by management.
• Coordinate office opening and closing procedures and conduct audits.
• Book meeting/board rooms and arrange related logistics.
• Track vendor deliveries, invoices and special requirements.
• Liaise with municipal authorities and other local bodies.
• Support, motivate and encourage team members.
• Collaborate with other departments to enhance overall productivity.

Required profile

• More than 6 years of experience managing office administration in medium to large organisations.
• Graduate degree (any discipline).
• Experience in team management.
• Knowledge of preventive maintenance, facility administration, maintenance contracts, SLA management, planning and organising.
• Commercial acumen and strong negotiation skills.

Required skills

• MS Word
• MS Excel