Admin Service Manager at Autochek

JOB SUMMARY

• We are seeking a highly organized and proactive Admin Manager to oversee and streamline our
• administrative operations. The ideal candidate will be responsible for managing vendor relationships,
• coordinating travel logistics, supervising drivers and company logistics, overseeing inventory and facility management, and ensuring efficient procurement and payment processes.

ESSENTIAL JOB FUNCTIONS

Administrative Operations

• Implement administrative policies, procedures, and systems that support the strategic goals of the organization.
• Oversee office operations and ensure administrative functions run smoothly across all locations.

Vendor & Facility Management

• Manage relationships and contracts with vendors and service providers; regularly review performance and ensure service level compliance.
• Maintain a vendor database and regularly evaluate cost-efficiency and quality.
• Supervise facilities maintenance and services (cleaning, security, repairs, utilities) to ensure a safe and functional working environment.
• Ensure cost-effective procurement of office equipment, supplies, and services.Ensure that the office and company facilities are clean, secure, and well-maintained.

Travel Planning

• Manage end-to-end travel logistics including flights, accommodation, visa processing, and local transportation for employees and executives.
• Maintain travel budgets and ensure adherence to policy.
• Ensure cost-effective travel solutions while maintaining convenience and safety.
• Track and reconcile travel expenses and travel-related vendor payments.

Driver & Logistics Management

• Oversee company vehicle usage, maintenance, scheduling, and ensure compliance with road
• safety standards and vehicle documentation regulations.
• Coordinate logistics for movement of employees and materials across various locations.
• Supervise company drivers and manage vehicle assignments, route planning, and maintenance
• schedules.
• Track vehicle usage and fuel consumption to optimize fleet efficiency.

Inventory Management

• Oversee the acquisition, tracking, and issuance of office supplies, assets, and consumables.
• Maintain an accurate inventory database and conduct periodic audits.
• Implement processes to reduce waste and optimize stock levels.

Procurement & Payment Management

• Manage and maintain the ApprovalMax system, ensuring that all procurement and expense requests are accurately logged, reviewed, and approved in line with internal purchasing policies.
• Monitor request workflows within ApprovalMax to ensure timely follow-through, adherence to procurement thresholds, and policy compliance.
• Serve as the liaison between the finance and other teams to troubleshoot and resolve any issues within the system.
• Provide periodic reports and insights from ApprovalMax to support audit, compliance, and procurement performance reviews.
• Source and purchase goods/services required by departments in line with budget and procurement policies.
• Maintain accurate procurement records and ensure timely vendor payments.
• Work closely with Finance to reconcile purchases and process payments efficiently.

Team Leadership

• Lead and supervise the admin team including facility cleaners, drivers, and support staff.
• Provide training, mentorship, and performance management to promote professional growth and operational excellence.

Risk Management & Reporting

• Identify and address administrative risks with appropriate mitigation strategies.
• Prepare and present regular reports on administrative activities, budgets, vendor performance, and cost-saving initiatives.