Administrative Manager at Health Plus Limited

Report to the Head, Facilities and Administrative Services

Key Elements of the Role
Assets/Office Equipment Management:

• Ensure all office equipment, machines and tools are in good conditions at all times
• Oversee the maintenance and repair of machinery, equipment, and electrical and mechanical systems e.g Air Conditioning Systems, Generators, Photocopying machines etc
• Oversee the sourcing and purchase of office equipment from accredited vendors
• In conjunction with IT, ensure the purchase, delivery, servicing and repairs of all IT related office equipment.

Office Building/Premises Maintenance:

• Monitor the facility to ensure that it remains safe, secure, and well-maintained.
• Ensure the office and the premises including the garden, lawn, lobby are clean, tidy and in a conducive atmosphere.
• Ensure prompt disposal of all waste (Sewage, Septic, Drainage etc) in all locations
• Liaise with facilities department to ensure all faults including electrical, carpentry, civil works and plumbing system in the office are worked on and resolved accordingly
• Manage relationship with janitorial service providers to ensure the offices and branches remain in minty condition
• Handle property related issues (Free Hold and Lease Hold) and manage relationship with all Landlords/Estate Managers and renew tenancies as and when due
• Liaise with relevant government bodies to facilitate prompt processing of property related issues (Certificate of Occupancy, Land Use, local government fees etc)
• In conjunction with facilities department ensure that facilities meet environmental, health, and security standards, and comply with government regulations.

Fleet Management:

• Oversee the sourcing, purchase, leasing, allocation and maintenance of vehicles in the Company
• Ensure all required registration documents are intact and are available when demanded
• Ensure vehicles documents are valid at all times and renewals must be done a month to expiration of any statutory document
• Manage, coach, counsel and motivate drivers and dispatch riders to ensure they are punctual and available for work at all times
• Source for accredited auto-mechanics for the servicing and repairs of Company’s vehicles
• Create a comprehensive database of all vehicles to keep a track on their locations and conditions
• Ensure vehicles and drivers are available to staff who need to embark on official assignment
• Control the maintenance and repairs of vehicles in order to reduce operating cost on vehicles
• Devise a cost effective means of purchase of fuel in all company vehicles with the aim of guiding against waste and fraud
• Advise Management on replacement and disposal of damaged and old vehicles.

Insurance Management:

• Identify and work towards eliminating all risks that people are disposed to at work
• Advise Managements on ways to insure all identified risks
• Ensure company’s assets e.g Vehicles, Premises, equipments are duly covered under various insurance policies
• Advise management in the sourcing of underwriters, insurance brokers/agents to ensure company’s assets are covered by approved insurance companies.
• Facilitate the processing of all insurance policies including Motor vehicle insurance, Fire & Burglary insurance etc
• Ensure all insurance policies are valid at all times and payments to insurance companies are timely settled
• Facilitate the smooth processing of all claims by working closely with underwriters, loss adjusters and other third party agents for swift settlements of claims.

Vendor Management:

• Source for vendors/service providers for all supplies and services
• Maintain a comprehensive database of vendors to enable swift sourcing of service providers data
• Ensure only registered and accredited vendors in their areas of expertise are sourced and contracted
• Facilitate the prompt supply of water, diesel, fuel in etc
• Ensure the Company comply with all statutory requirements by ensuring all utility bills (Electricity, Telephone, Waste etc) are settled to avoid disruption of work
• Ensure prompt settlements of all local and state governments rates, fees, permits including payment for Adverts, Signages, Tenement etc.

Inventory Management:

• Plan, administer and control budgets for contracts, equipment and supplies.
• Oversee the purchase, storing and distribution of office supplies and equipment.
• Maintain a comprehensive database of all store items, office equipment, assets etc.
• Plan to avoid going out of stock by ensuring stocks are replenished at reorder level.

Desired Skills & Experience

• Bachelor's Degree in Business Admin, Public Admin or Social Sciences, Humanities or a related field with 8 years minimum experience in a structured organization, 5 years of which must be in a managerial capacity
• Membership of a recognized professional body is an added advantage
• Leadership & managerial skills
• Negotiation and persuasion skills
• Excellent interpersonal and people skills
• Planning & organizational Skill
• Ability to manage time and prioritize tasks
• Good problem solving and decision making skills
• Excellent verbal and written communication skills
• High standard of attention to detail
• Expert Microsoft Office skills like Word, Outlook, and Excel.