Job Description

Roles & Responsibilities

Key Responsibilities

Oversee office facilities, including workspace setup, maintenance, vendor relationships, and security to provide a safe and productive environment.
Manage office supplies, equipment procurement, and inventory control to ensure resources are available and cost-effective.
Coordinate office moves, seating arrangements, and workspace optimization efforts.

Administrative Operations & Process Management

Develop, document, and implement standard operating procedures for administrative functions to improve consistency and efficiency.
Manage vendor contracts and service agreements, ensuring timely renewals, accurate billing, and performance tracking.
Oversee mail, reception, and general administrative services, ensuring high levels of service and responsiveness.

Team Leadership & Staff Development

Supervise administrative team members, including hiring, training, performance management, and workload coordination.
Foster a collaborative, customer-focused culture and provide coaching to develop skills and improve service delivery.

Budgeting & Expense Management

Assist with preparing and managing the administrative budget, tracking expenses, and identifying cost-saving opportunities.
Review and approve invoices, expense reports, and purchase requests in accordance with company policies.

Records, Compliance & Risk Management

Maintain accurate physical and electronic records, ensure proper filing systems, and support data retention and privacy requirements.
Support compliance with internal policies, health and safety regulations, and any applicable local laws.
Coordinate with legal, HR, and other departments on matters related to contracts, insurance, and risk mitigation.

Event Coordination & Stakeholder Support

Plan and coordinate internal events, meetings, and business travel logistics to support organizational needs.
Serve as a primary contact for internal stakeholders and external vendors, ensuring timely resolution of administrative issues.

Desired Candidate Profile

Bachelor s degree in Business Administration, Management, or a related field, or equivalent practical experience.

5+ years of progressive experience in office administration or facilities management, including 2+ years in a supervisory role.

Proven ability to manage vendors, budgets, procurement, and administrative projects.

Strong organizational, problem-solving, and prioritization skills with attention to detail.

Excellent interpersonal and communication skills; capable of building relationships across functions.

Proficiency with office productivity software (e.g., MS Office) and familiarity with facilities or asset-management systems.

Ability to handle confidential information with discretion and exercise good judgment.

Administration Manager Client of Stellar Hunters