Administration Lead

ADES Holding Company

Responsibilities & Duties:

Administrative Operations and Ownership:
-Oversees services for administrative offices, including housekeeping, security, landscaping, maintenance, pool cars, and parking management.
-Resolves administrative issues proactively, taking ownership and acting before problems escalate.
-Monitors and maintains office supplies and inventory levels, ensuring availability while controlling costs.
-Ensures tasks are completed reliably, without the need for constant supervision or follow-up.

Office Facility & Resource Management:
-Oversees maintenance of company facilities and ensures workplace safety, cleanliness, and functionality (HVAC, plumbing, MEP, etc.).
-Monitors office space usage, ensuring efficient allocation of workstations and meeting areas.
-Coordinates maintenance of office equipment, liaising with IT and facility teams to resolve issues.
-Oversees facility services, ensuring cleanliness and workplace safety standards are met.
-Manages inventory and distribution of office supplies, ensuring cost-effective procurement.
-Manages pantry and cafeteria operations, ensuring service quality, hygiene, and stock levels.

Vendor Management:
-Manages contracts with service providers, ensuring validity and timely payments.
-Audits and reviews service procedures to ensure adherence, identifies any deviations from established standards, and assesses the potential risks or consequences.
-Handles service requests for office maintenance, ensuring quick response times and quality service delivery.
-Participate in drafting terms & conditions for AMCs and assess vendor proposals.

Budget and Financial Oversight
-Assists in the preparation and management of the administrative department s budget with the country people operations manager.
-Maintains accurate records and prepares reports on departmental activities, expenses, and budgets.
-Identifies opportunities for cost reduction and implements strategies to streamline processes.

Policy & Compliance Adherence:
-Ensures that administrative activities comply with internal policies and corporate governance requirements.
-Maintains security and confidentiality of office records, documents, and administrative data.
-Assists in the implementation of company-wide administrative guidelines and standards.
-Conducts periodic checks on office processes and identifies areas for efficiency improvements.

People Management and Staff Handling:
-Supervises office support staff (e.g., office boys, drivers, housekeeping), assigning duties and monitoring performance.
-Collaborates effectively with departments such as IT, Procurement, and P&O to resolve cross-functional issues and provides clear and actionable instructions to support staff.
-Handles conflicts with firmness and empathy, maintaining discipline while promoting respect and cooperation.
- Maintains calm and professionalism under pressure, especially in high-demand or urgent situations.
- Represents the company professionally in dealings with third-party vendors, property management, and regulatory agencies