Admin Manager at Ultimum Limited

Job Purpose

• In addition to other duties that may be assigned from time to time, the Admin Manager will be responsible for supporting the People & Culture department by managing administrative tasks, ensuring compliance with company policies, and facilitating smooth People operations.
• The incumbent will also oversee the management of the HQ facility and support the Executive team on all administrative matters.

Key Job Roles & Responsibilities
Office Administration:

• Oversee daily office operations, ensuring efficiency in administrative processes.
• Manage office supplies, facilities, and vendor relationships.
• Supervise clerical staff and ensure adherence to company policies.
• Coordinate company events, meetings, and corporate engagements.
• Manage business travel plans and ensure seamless execution.

Documentation & Reporting:

• Prepare presentations, reports, and business documents for executives and management.
• Handle filing systems and document control in compliance with company standards.
• Assist in tracking key performance indicators and preparing monthly executive reports.

Communication & Coordination:

• Facilitate effective communication between departments and senior leadership.
• Support People Operations team, including recruitment coordination, welfare & benefits administration, and employee engagement activities.
• Manage official correspondence, including emails, memos, and announcements.

Executive Support:

• Provide direct assistance to senior management, including scheduling meetings, preparing
• reports, and managing correspondence.
• Coordinate travel arrangements, accommodation, and itinerary planning for executives.
• Act as a liaison between management and internal/external stakeholders.
• Maintain discretion and confidentiality in handling sensitive company information.

People Operations Support:

• Aid the People & Culture management team on various initiatives employee relations,
• compensation & benefits, recruitment & onboarding, L&D, etc.
• Support and/or champion People related projects in line with business and functional needs.
• Participate in development and review of People Policies and initiatives.

Requirements

• Bachelor's Degree in Business Administration, Office Management, or related field.
• 3-5 years of experience in administrative and/or executive support, preferably in an FMCG company.

Skills and Comptencies:

• Strong organizational and multitasking skills.
• Excellent verbal and written communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Ability to handle confidential information with professionalism.
• Problem-solving mindset and ability to work independently.
• Exceptional attention to details.
• Tech savvy with good analytical ability.