Admin Supervisor at Halogen Group

Admin Supervisor Admin & Compliance:

• Monitor and track stocks of office supplies, initiating orders as needed to maintain adequate inventory levels.
• Supervise office assistant, ensuring adherence to company policies and standards.
• Ensure basic facilities (e.g., generators, lights, water) are operational and well-maintained to support daily operations.
• Ensure compliance with government regulations, and environmental, health, and security standards within the store premises.
• Maintain a safe working environment for staff and a welcoming atmosphere for customers. Manage office documents, including reports, memos, emails, letters, and invoices, both in hard and soft copies.
• Manage staff meetings and minutes taking and communicate minutes to all departments.
• Work closely with the internal auditor on accurate bookkeeping, inventory management, and the financial management of petty cash for business operations.
• Work with HR to effectively manage direct reports. Vehicle Management
• Supervise drivers and security personnel, ensuring adherence to company policies and standards.
• Coordinate vehicle inspections to ensure compliance with safety and regulatory standards. Develop and implement efficient routes for deliveries and pickups to optimize fuel consumption and minimize transit times.
• Monitor fuel consumption and maintain accurate records of fuel usage for each vehicle. Oversee vehicle maintenance schedules, including scheduling regular servicing, repairs, and inspections to prevent breakdowns and ensure roadworthiness.
• Manage vehicle insurance policies, including renewals, claims processing, and maintaining up-to-date insurance documentation.
• Coordinate with vendors and service providers for vehicle repairs, maintenance, and other related services.
• Investigate and resolve any vehicle-related incidents, accidents, or complaints promptly and in compliance with company protocols.
• Stay updated on relevant regulations, laws, and best practices related to vehicle management, transportation, and safety standards.

Qualifications:

• Bachelor's degree in Business Administration, Management, or related field.
• Excellent communication and interpersonal skills for effective leadership and team management.
• Strong organizational abilities to oversee multiple tasks and ensure smooth office operations.
• Attention to detail to maintain accurate records and ensure compliance with regulations.
• Problem-solving skills to address issues related to office facilities, compliance, and vehicle management.
• Leadership qualities to supervise staff and provide guidance in adherence to company policies.
• Ability to work under pressure and prioritize tasks to meet deadlines effectively.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) for document management and reporting.
• Familiarity with inventory management systems for tracking office supplies and maintaining adequate stock levels.
• Knowledge of basic facilities management to ensure operational functionality of office equipment and utilities.
• Understanding of government regulations, environmental, health, and security standards to ensure compliance within the premises.
• Experience with bookkeeping and financial management principles for petty cash handling and budget oversight.
• Familiarity with vehicle management systems for scheduling maintenance, tracking fuel consumption, and managing insurance policies.
• Knowledge of transportation logistics to optimize delivery routes and minimize transit times.
• Ability to coordinate with vendors and service providers for vehicle repairs, maintenance, and insurance claims processing.
• Understanding of safety protocols and regulatory standards for vehicle management and transportation operations.