Administrative Manager at Talents and Skills Africa

Job Summary

• The Administrative Manager is responsible for overseeing the daily operations of the administrative department, ensuring the smooth and efficient functioning of office activities.
• This role involves managing staff, coordinating with various departments, overseeing office logistics, and maintaining office systems and supplies.
• The Administrative Manager ensures that the workplace is organized, efficient, and well-maintained to support the company’s overall objectives.

Key Responsibilities
Office Operations and Administration:

• Manage day-to-day office operations, ensuring the office environment is clean, safe, and well-organized.
• Oversee office systems, including filing, communication, and procurement, to ensure efficiency.
• Ensure the proper functioning of office equipment, including IT infrastructure, and arrange for repairs or replacements when necessary.

Staff Supervision and Management:

• Lead and manage the administrative team, including receptionists, office assistants, and clerks.
• Conduct regular performance reviews, provide feedback, and facilitate professional development.
• Oversee staff scheduling, attendance, and workload distribution to ensure optimal performance.

Procurement and Vendor Management:

• Manage the procurement of office supplies, equipment, and services.
• Liaise with vendors and suppliers to negotiate contracts, manage deliveries, and ensure timely payments.
• Monitor office supply inventories and order necessary items to avoid stock shortages.

Budgeting and Financial Oversight:

• Prepare and manage the administrative budget, tracking expenses to ensure cost-effectiveness.
• Work closely with the finance department to process invoices, manage office-related expenses, and prepare financial reports.
• Identify opportunities to reduce costs and improve efficiency without compromising quality.

Policy Development and Compliance:

• Develop, implement, and update office policies and procedures to ensure smooth operations and compliance with company standards.
• Ensure that all office practices comply with legal and regulatory requirements, such as health and safety standards.
• Regularly review policies to adapt to organizational changes or new regulations.

Coordination and Communication:

• Serve as a liaison between the administrative team and other departments, ensuring clear communication and collaboration.
• Support senior management by organizing meetings, preparing reports, and handling confidential information.
• Act as the primary point of contact for external stakeholders regarding office-related matters.

Event Planning and Coordination:

• Plan and coordinate company events, meetings, and conferences, handling logistics such as venue booking, catering, and technology setup.
• Ensure that all administrative details for internal and external events are handled efficiently and professionally.

IT and Office Systems Management:

• Oversee the administration of office technology, including computers, software, and communication systems.
• Coordinate with the IT department to address technical issues and ensure that systems are secure and functional.
• Recommend and implement new office technologies and systems to improve productivity and communication.

Key Qualifications

• Education: Bachelor's Degree in Business Administration, Management, or a related field.
• Experience: 2 - 5 years of experience in office administration.

Skills:

• Strong leadership and team management skills.
• Excellent organizational and multitasking abilities.
• Proficiency in office management software (e.g., Microsoft Office Suite, Google Workspace) and familiarity with office equipment.
• Strong written and verbal communication skills.
• Ability to work independently and make decisions in a fast-paced environment.
• Financial management skills, including budget preparation and expense tracking.

Core Competencies:

• Leadership: Ability to inspire and manage an administrative team to achieve company goals.
• Problem-Solving: Strong analytical skills with the ability to address operational challenges and find solutions quickly.
• Attention to Detail: High level of accuracy in overseeing office operations, financial tracking, and procurement.
• Interpersonal Skills: Excellent communication skills with the ability to collaborate across all levels of the organization.
• Adaptability: Ability to handle shifting priorities and maintain composure in a dynamic work environment.