Administrative 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.