Business Admin Manager

Duties & Responsibilities

Lead and manage the business admin department across all regional locations to ensure consistent performance and professional growth.

Provide comprehensive business admin support to leadership, ensuring seamless office administration and high-level assistance.

Manage professional and personal scheduling for the leadership team, including agendas, mail, email, calls, and travel arrangements.

Oversee company travel requirements, including hotel bookings, transportation, and meal coordination for leadership and staff.

Ensure timely and accurate processing and liquidation of payments for all business admin services across company credit cards and leadership expenses.

Source, cultivate, and negotiate with transportation, airline, and accommodation partners to ensure optimal service and cost efficiency.

Implement strict conduct and confidentiality measures within the business admin team regarding all business materials and communications.

Manage the administration of facilities, housekeeping, and asset management in each location to maintain functional work environments.

Support the planning and execution of office upgrades and maintenance in existing sites, coordinating with contractors and internal stakeholders.

Coordinate the procurement of IT peripherals, housekeeping supplies, and kitchen consumables while managing vendor relationships and inventory.

Manage all administrative documentation, including business permits, contracts, certificates, and visas, ensuring full regulatory compliance.

Prepare reportorial requirements for submission to regulatory bodies and represent the department during audits and inspections.

Oversee all company owned or rented vehicles, including repair, maintenance, registrations, insurance policies, and driver utilization.

Initiate and implement business admin policies and procedures that drive cost efficiency and increase office productivity.

Plan and organize company events and internal meetings, managing budgets and coordination from inception to completion.

Qualifications

Bachelor’s degree in business administration, management, or a related field.

Minimum of 5 years of relevant experience in business admin or operations support, reporting directly to senior leadership.

Proven experience in team supervision, mentoring, and providing direction across multiple office locations.

Strong organizational and time-management skills with the ability to manage multiple priorities and project deadlines.

Excellent written and verbal communication skills for interacting with internal teams and external partners.

Critical thinking and problem-solving abilities to handle operational complexities in a fast-paced environment.

Proficiency in Google Workspace, Slack, and office productivity tools.

Knowledge of facilities management principles and support for office maintenance and upgrades.

Demonstrated ability to collaborate with vendors, contractors, and internal stakeholders to achieve objectives.

Flexible team player with a high degree of discretion and a proactive approach to business needs.

Personal Attributes

Exceptional communication skills to effectively interact with various stakeholders across multiple locations, particularly during office fit-out projects.

Detail-oriented approach to ensure accuracy and quality in all administrative processes, with particular attention to project specifications and requirements.

Strong leadership skills to guide and motivate the Business Admin team in different locations, fostering a collaborative and results-driven environment.

Analytical mindset to assess situations and make informed decisions, particularly in the context of office fit-out projects, considering cost-effectiveness and efficiency.