Administration Supervisor

ADES Holding Company

Role Summary
The Administrative Lead is responsible for overseeing and ensuring the smooth and efficient execution of administrative operations in the organization. Ensures that all administrative processes are efficient, managing vendor services, maintaining compliance with policies, and providing technical support in administrative procedures. The administration supervisor will manage a team, coordinate various office activities, and provide support to other departments as needed.

Duties and Responsibilities

Administrative Operations
Manages the daily activities of the administration department, including reception, office services, and facilities management.
Oversees the maintenance and upkeep of company facilities, equipment, and vehicles.
Resolves administrative problems by analyzing data, identifying solutions, and coordinating necessary actions.
Coordinates with other departments to ensure smooth administrative processes.
Monitors and maintain office supplies and equipment, ensuring adequate inventory levels.

Office Facility & Resource Management
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 janitorial and facility services, ensuring cleanliness and workplace safety standards are met.
Manages inventory and distribution of office supplies, ensuring cost-effective procurement.

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.

Facilities Management
Oversees services for administrative offices, including housekeeping, security, landscaping, maintenance, pool cars, and parking management.
Ensures compliance with safety and environmental regulations to maintain a positive workspace.

Budget Management:
Assists in the preparation and management of the administrative department s budget with the Administration Manager.
Maintains accurate records and prepares reports on departmental activities, expenses, and budgets.
Identifies opportunities for cost reduction and implement 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 identify areas for efficiency improvements.

Team Management:
Leads and supervises a team of administrative staff, delegating tasks and providing guidance.
Evaluates team performance to identify opportunities for growth and development, leading to ongoing improvement in team performance and overall organizational effectiveness.

Requirements
Bachelor s degree in, Business Administration, management or from any reputable university.
Minimum 5-7 years of corporate administration.
Experience managing and auditing service providers.
Experience in developing administration policies and procedures.
Experience in dealing with mall management (preferred).
Experience in office repairs and basic understanding of MEP (Mechanical, Electrical, and Plumbing) systems in offices and malls (preferred)