Administrative Operations Manager
3 weeks ago
Job Summary: We are seeking an experienced Administrative Operations Manager to join our team at Builders Aid Inc.
Key Responsibilities:
Office Management
- Oversee the day-to-day administrative operations of the office, ensuring a well-organized work environment.
- Manage office supplies, equipment, and other administrative resources effectively.
- Supervise the maintenance of office facilities to ensure they are safe and functional.
Staff Supervision
- Manage and supervise the administrative support staff, including receptionists, clerks, and office assistants.
- Assign tasks, monitor performance, and provide feedback and training as necessary.
- Handle recruitment, onboarding, and orientation of new administrative staff.
Record Keeping and Documentation
- Ensure proper management and storage of organizational records and documents, both digital and physical.
- Implement a system for file retention and ensure legal compliance with data privacy and protection regulations.
- Prepare reports, correspondence, and presentations as needed.
Budgeting and Financial Management
- Manage the administrative budget, including office supplies, utilities, and other operational expenses.
- Ensure cost-effective operations by monitoring spending and implementing cost-saving measures.
- Liaise with finance teams to handle administrative billing, invoices, and expense tracking.
Policy and Procedure Development
- Develop and enforce office policies and procedures to ensure efficiency and compliance with organizational goals and legal requirements.
- Regularly update policies in accordance with changes in legislation or organizational changes.
Vendor and Contract Management
- Manage relationships with vendors and service providers, such as cleaning services, office supplies, and IT services.
- Negotiate contracts and ensure that vendor services are delivered on time and within budget.
Facilities Management
- Oversee the maintenance, repair, and upgrading of office facilities.
- Ensure compliance with safety regulations and protocols, including emergency preparedness.
- Coordinate with building management regarding utilities, repairs, and other facility-related matters.
IT and Communication Systems
- Ensure proper functioning of the organization's communication and IT systems, including telephones, printers, and internet services.
- Work closely with the IT department to troubleshoot and resolve any technical issues.
Event Planning and Coordination
- Organize and coordinate internal meetings, conferences, and company events.
- Handle logistics such as booking venues, arranging catering, and coordinating travel for attendees.
Compliance and Legal Matters
- Ensure that the organization complies with relevant laws and regulations, including labor laws, workplace safety, and data protection.
- Liaise with legal counsel to handle contracts, legal documents, and any legal matters related to administrative operations.
Customer and Stakeholder Relations
- Act as the point of contact for external parties, including clients, vendors, and regulatory authorities.
- Manage correspondence and communication with stakeholders, ensuring that their inquiries are handled efficiently.
Project Management
- Oversee special administrative projects, such as office renovations or the implementation of new office systems.
- Ensure that these projects are completed on time, within scope, and on budget.
Requirements:
- Relevant work experience in administrative operations or a related field.
- Excellent communication and leadership skills.
- Ability to manage multiple tasks and priorities effectively.
What We Offer:
- A competitive salary and benefits package.
- Opportunities for professional growth and development.
- A dynamic and supportive work environment.
How to Apply: If you are a motivated and organized individual with a passion for administrative operations, please submit your resume and cover letter to [email address].
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