Administrative Executive at Spectrum Books Limited

Job description

• Establishing and implementing robust processes for monitoring routine administrative tasks such as premises cleaning, maintenance of facilities, and vehicle upkeep, ensuring compliance through effective controls.
• Developing comprehensive documentation to facilitate the smooth flow and oversight of administrative procedures, promoting efficiency and accountability within the organization.
• Procuring and maintaining relationships with at least 2-3 vendors for each required service or supply, enabling continuous comparison to optimize quality and cost-effectiveness.
• Organizing and maintaining a systematic filing system for vendor invoices, ensuring easy retrieval and accurate financial records management.
• Overseeing the management and documentation of all company assets, including allocation, usage, maintenance, and repair activities, promoting responsible stewardship and accountability.
• Implementing fleet management protocols to monitor vehicle usage, maintenance schedules, and associated expenses, maximizing operational efficiency and cost control.
• Enforcing adherence to company asset usage policies, documenting instances of careless handling, and implementing corrective measures to safeguard company resources.
• Ensuring compliance with all government regulations and administrative requirements, maintaining up-to-date documentation and licenses.
• Supervising subordinate staff, including assistants, maintenance personnel, drivers, and security personnel, to ensure efficient performance and adherence to established protocols, with disciplinary action taken when necessary.
• Proactively safeguarding the company's operations by identifying and addressing security vulnerabilities and operational inefficiencies.
• Generating monthly comparative analysis reports for the Administrative department, providing insights and recommendations for improvement.
• Collaborating with executive management and departmental heads to align administrative activities with the company's mission, vision, core values, and strategic objectives.
• Working collaboratively with other departments to develop and manage expense budgets, ensuring alignment with overall financial goals and priorities.
• Approaching all duties with a strategic and business-oriented mindset, seeking opportunities for process optimization, cost savings, and operational improvements.
• Performing any additional tasks or assignments as delegated by management, demonstrating flexibility and readiness to contribute to the organization's success.