Lead - Administration

Reports To

Job Overview

Key Responsibilities

• **Operational Excellence:**
• Oversee the coordination and management of daily office activities, facilities, and resources, ensuring smooth functioning across all administrative functions.
• Create, review, and improve office procedures, policies, and workflows to enhance efficiency and reduce operational costs.
• **Budget Management:**
• Evaluate and introduce an Expense Management system.
• Plan and prepare the annual administration budget, ensuring accurate forecasting aligned with organizational needs.
• Monitor
• budget
• vs actual
• spending, analyze variances, and implement cost-control measures.
• Evaluate, recommend, and implement an Expense Management System.
• Develop and manage the administration budget while ensuring cost-effective operations.
• **Procurement & Vendor Management:**
• Oversee procurement processes, including sourcing and managing vendors, negotiating contracts, and ensuring timely delivery of office supplies and services.
• Manage relationships with key external service providers (e.g., office facilities, utilities, security, etc.).
• **Facility Management:**
• Lead the setup of
• new offices
• , including space planning, vendor coordination, infrastructure readiness, and timely execution.
• Oversee building maintenance, office setup, space utilization, and infrastructure upkeep.
• Coordinate office expansions, relocations, and maintenance of equipment and technology.
• **Project Management:**
• Lead and coordinate various internal projects such as office relocations, internal events, system implementations, or infrastructure improvements.
• Ensure timely project delivery, budget adherence, and stakeholder communication.
• **Compliance & Risk Management:**
• Ensure all administrative activities comply with relevant laws, regulations, and internal policies.
• Identify areas of risk in the administrative processes and develop strategies to mitigate them.
• **Leadership & Team Management:**
• Lead and manage the administration team, providing guidance, mentorship, and support to ensure high performance and professional development.
• Develop and implement departmental goals, objectives, and performance metrics.
• **Communication & Stakeholder Engagement:**
• Act as the main point of contact for all administrative concerns across the organization.
• Work closely with senior leadership to support company initiatives and ensure administrative functions align with broader organizational goals.

Qualifications

• Bachelor’s degree in Business Administration, Operations Management, or related field (Master’s preferred).
• 8+ years of experience in an administrative leadership role, with at least 3 years in a managerial capacity.
• Proven experience in budgeting, vendor management, and facilities management.
• Strong organizational, problem-solving, and multitasking skills.
• Exceptional leadership and team management capabilities.
• Excellent communication and interpersonal skills.
• In-depth knowledge of office administration software, tools, and systems.
• Ability to manage a variety of projects and meet deadlines in a fast-paced environment.

Preferred Skills

• Experience with process optimization or digital transformation initiatives.
• Proficiency in project management software.
• Familiarity with HR processes and employee onboarding is a plus
• Occasional travel may be required for site visits or vendor management.

Equal Opportunity