About the role
The person will be responsible for ensuring seamless day-to-day operations, building scalable administrative processes, managing budgets, and creating a productive and efficient workplace environment as the organisation scales.
Key Responsibilities
1. Office Administration & Facilities Management
Oversee day-to-day office operations and ensure smooth functioning of all facilities.
Manage office infrastructure, maintenance, housekeeping, security, and workplace safety.
Ensure optimal utilisation of office space, seating arrangements, and infrastructure.
Manage office expansion, relocation, renovations, and infrastructure requirements.
Maintain inventory of office supplies, equipment, and other assets.
2. Vendor & Procurement Management
Identify, evaluate, negotiate, and manage relationships with vendors and service providers.
Oversee procurement of office supplies, equipment, furniture, and other operational requirements.
Establish vendor SLAs, monitor service quality, and ensure timely delivery.
Drive cost optimisation through effective vendor negotiations and procurement strategies.
3. Budgeting & Financial Management
Develop and manage the administrative and facilities budget.
Track expenses, monitor budget utilisation, and identify opportunities for cost savings.
Manage invoices, purchase orders, vendor payments, and expense documentation.
Ensure compliance with internal procurement and financial approval processes.
4. Employee Experience & Workplace Operations
Ensure a seamless workplace experience for employees.
Oversee employee onboarding logistics, including workspace, access cards, equipment, and other administrative requirements.
Plan and execute company events, celebrations, offsites, town halls, and employee engagement initiatives.
Manage travel arrangements, accommodation, transportation, and other logistical requirements.
Act as the primary point of contact for all workplace and administrative concerns.
5. Compliance, Safety & Asset Management
Ensure adherence to applicable statutory requirements, workplace safety standards, and administrative policies.
Maintain documentation, licences, insurance, contracts, and other essential records.
Oversee company asset management, including allocation, tracking, maintenance, and recovery.
Establish emergency response protocols and business continuity processes.
6. Team & Process Management
Lead and manage the administration and facilities team.
Build scalable processes, policies, and SOPs for administrative operations.
Define operational KPIs and continuously improve efficiency.
Collaborate with HR, Finance, IT, and leadership teams to support business requirements.
What We Are Looking For
8–12 years of experience in administration, facilities management, workplace operations, or corporate operations.
Prior experience managing administration for a mid-sized or fast-growing organisation.
Strong experience in vendor management, procurement, budgeting, and facilities management.
Experience managing office infrastructure, expansions, and large-scale events.
Strong negotiation, stakeholder management, and problem-solving skills.
Excellent organisational and execution capabilities.
Ability to work independently and manage multiple priorities in a fast-paced environment.
Strong communication and people management skills.
Success Metrics
Smooth and uninterrupted day-to-day office operations.
Effective budget management and administrative cost optimisation.
High employee satisfaction with workplace facilities and services.
Timely execution of procurement and vendor deliverables.
Strong compliance, asset tracking, and documentation practices.
Scalable administrative processes that support organisational growth.
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