Administration Manager

Your tasks

A. Facilities & Workplace Management

• Oversee the daily operation, maintenance, and general condition of administrative offices, common areas, meeting rooms, and assigned facilities.
• Ensure that offices and facilities are clean, organized, fully operational, and maintained to the required standards.
• Coordinate preventive and corrective maintenance for office facilities, furniture, fixtures, lighting, plumbing, air conditioning, and other workplace requirements.
• Monitor facility-related issues and ensure timely resolution in coordination with Maintenance and other relevant departments.
• Ensure the availability of office furniture, equipment, supplies, and essential workplace services.
• Coordinate office setup, relocation, renovation, and workspace arrangements when required.

B. Housekeeping & Pantry Services

• Supervise housekeeping and cleaning services to maintain appropriate hygiene and cleanliness standards.
• Manage pantry and buffet services, including refreshments, beverages, food arrangements, and hospitality services for employees, visitors, and meetings.
• Ensure the availability and proper storage of pantry supplies, cleaning materials, and consumables.
• Monitor service quality, hygiene practices, and compliance with applicable health and safety requirements.
• Organize hospitality arrangements for management meetings, business visitors, and corporate events.
• Monitor service providers' performance and ensure agreed service levels are consistently achieved.

C. Administrative Services & Office Management

• Manage day-to-day administrative services to ensure smooth and uninterrupted business operations.
• Oversee office supplies, stationery, printing requirements, and administrative consumables.
• Establish procedures for requesting, distributing, and controlling administrative materials and services.
• Coordinate meeting room arrangements, office readiness, and other administrative support requirements.
• Ensure proper organization and utilization of office spaces, furniture, and shared facilities.
• Support internal departments in resolving administrative issues and meeting their operational needs.

D. Vendor & Contract Management

• Manage relationships with external service providers, including cleaning companies, catering and pantry suppliers, facility maintenance contractors, and other administrative vendors.
• Coordinate supplier selection, quotations, service agreements, and contract renewals in collaboration with Procurement and relevant stakeholders.
• Monitor vendor performance against agreed service levels, quality standards, and contractual obligations.
• Address service deficiencies and follow up on corrective actions.
• Identify opportunities to improve service quality and reduce administrative operating costs.

E. Budgeting & Cost Control

• Prepare and monitor the annual administrative services and facilities budget.
• Control expenses related to housekeeping, pantry services, office supplies, maintenance, and external service providers.
• Monitor consumption rates, identify unnecessary costs, and implement cost-saving initiatives without compromising service quality.
• Review invoices and service records and coordinate with Finance and Procurement to ensure accurate documentation and payment processing.

F. Health, Safety & Compliance

• Ensure administrative facilities comply with applicable health, safety, hygiene, and environmental requirements.
• Coordinate with HSE and Maintenance teams to address workplace hazards and facility-related risks.
• Monitor compliance with internal administrative policies and procedures.
• Ensure appropriate emergency arrangements, access to essential services, and readiness of administrative facilities.
• Maintain accurate records of service requests, maintenance activities, vendor performance, and administrative expenses.

G. Team Management & Continuous Improvement

• Supervise, guide, and evaluate administrative employees and service teams within the assigned scope.
• Define responsibilities, allocate workloads, and monitor team performance.
• Establish administrative service KPIs and regularly report performance to management.
• Develop and implement standard operating procedures to improve service consistency and efficiency.
• Identify opportunities to enhance employee experience, workplace organization, service delivery, and resource utilization.

Requirements

• Bachelor's degree in Business Administration, Management, or a related field.
• Good command of English, both written and spoken.
• Proficiency in Microsoft Office applications.

• 7–10 years of experience in Administration, Facilities Management, or Corporate Services, including relevant supervisory or managerial experience.
• Proven experience managing office facilities, housekeeping, pantry services, and administrative operations.
• Experience in vendor management, contract coordination, budgeting, and cost control.
• Experience working in a large organization or industrial/manufacturing environment is preferred.
• Familiarity with facility management procedures, workplace safety requirements, and administrative service KPIs.