Administration Manager

Administration and Purchasing Manager to supervise daily support operations of our company and plan the most efficient administrative procedures along with the procurement task. A great administration manager has excellent communication and organizational skills. The ideal candidate will be well-versed in departmental procedures and policies and will be able to actively discover new ways to do the job more efficiently. Aside from that her knowledge and skills in procurement and asset management will contribute in the company’s goals and success. The goal is to ensure all support activities are carried on efficiently and effectively to allow the other operations to function properly.

Responsibilities

As Purchasing Manager

• Establish and implement purchasing policies, procedures and best practices
• Monitor ongoing compliance with purchasing policies and procedures
• Direct procurement policies to ensure all items are purchased and delivered within budget and time constraints
• Identify and source new suppliers and vendors
• Manage vendor and supplier selection process based on price, quality, support, capacity and reliability
• Develop and maintain strategic relationships with key suppliers and vendors
• Establish and update an approved vendor/supplier database
• Develop, negotiate and administer purchasing agreements and contracts with suppliers in support of organizational requirements
• Measure and manage the vendor and supplier cost, quality and delivery performance
• Oversee supplier compliance with internal quality standards and external regulations
• Troubleshoot cost, quality and delivery concerns
• Manage risk relating to quality, cost, delivery and supply of purchases
• Work with relevant departments to manage inventory requirements
• Review purchase orders for proper authorization and compliance with organizational policy and procedures
• Develop and manage purchasing budgets and forecasts
• Monitor and reduce purchase variances to meet profit objectives
• Produce regular reports on purchase commitments, costs and delivery performance
• Oversee the operations and daily activities of the purchasing department
• Performance manage, develop and motivate purchasing staff
• Direct continuous improvement of purchasing processes in line with changing organizational needs and market conditions

As Administrative Manager

• Plan and coordinate administrative procedures and systems and devise ways to streamline processes
• Assess admin staff performance and provide coaching and guidance to ensure maximum efficiency
• Ensure the smooth and adequate flow of information within the company to facilitate other business operations
• Manage schedules and deadlines
• Monitor inventory of office supplies and the purchasing of new material with attention to budgetary constraints
• Monitor costs and expenses to assist in budget preparation
• Oversee facilities services, maintenance activities and tradespersons (e.g electricians)
• Organize and supervise other office activities (recycling, renovations, event planning etc.)
• Ensure operations adhere to policies and regulations
• Keep abreast with all organizational changes and business developments

Qualifications

• Proven experience as administration manager for at least 5 years or more
• In-depth understanding of office management procedures and departmental and legal policies
• Familiarity with financial and facilities management principles
• Proficient in MS Office and MS Excel
• An analytical mind with problem-solving skills
• Excellent organizational and multitasking abilities
• A sharp eye for details for accuracy.
• Good leadership abilities and the ability to work under stressful environment.