Administrative Manager at Zylus Group International

Job Summary

• The Administrative Manager is responsible for overseeing and coordinating all administrative, facility, and operational support functions within the real estate firm.
• The role ensures smooth day-to-day operations, efficient office management, effective resource utilization, and compliance with organizational policies.
• The Administrative Manager supports project teams, sales operations, site activities, and client service functions by providing timely administrative support that enhances productivity and promotes a high-performing work environment.

Key Responsibilities
Office & Administrative Management:

• Oversee daily office operations to ensure a well-organized, efficient, and professional work environment.
• Manage office supplies, procurement, inventory, and vendor relationships.
• Maintain accurate administrative records, documentation, and filing systems.
• Ensure compliance with company policies and regulatory requirements.

Facilities & Asset Management:

• Oversee maintenance of office facilities, utilities, equipment, and workspace infrastructure.
• Coordinate repairs, upgrades, and preventive maintenance for office and site facilities.
• Maintain proper records of company assets and ensure optimal use.

Operational Support for Real Estate Activities:

• Provide administrative support for estate development projects and field teams.
• Coordinate logistics, documentation, and scheduling for inspections, site visits, and handovers.
• Assist in preparing client documents, allocation letters, and project reports.
• Support sales and marketing teams with required materials and administrative processes.

People & HR Administrative Support:

• Coordinate onboarding activities and administrative support for new staff.
• Maintain attendance records, leave documentation, and staff movement logs.
• Support compliance with health and safety standards across offices and project sites.

Document & Records Management:

• Organize real estate documents, contracts, site plans, approvals, and correspondence.
• Ensure confidentiality and proper archiving of sensitive information.
• Track and manage administrative workflows and approvals.

Vendor & Stakeholder Coordination:

• Select, negotiate with, and manage external vendors, contractors, and service providers.
• Monitor service level agreements (SLAs) to ensure value for money.
• Maintain relationships with government agencies, facility managers, and regulatory bodies.

Financial and Budgetary Support:

• Assist in preparing and monitoring administrative budgets.
• Track expenditures, raise requisitions, and ensure cost efficiency.
• Support audit activities by providing relevant administrative records.

Reporting:

• Prepare and submit periodic administrative, facility, and operational reports.
• Provide updates on office management issues, staff needs, and logistical requirements.

Job Requirements
Education:

• Bachelor’s Degree in Business Administration, Management, Estate Management, or a related field.
• A master’s degree or relevant certification (e.g., facility management, project management) is an added advantage.

Experience:

• 5–7+ years of administrative or operations experience.
• Minimum of 3 years in a real estate, construction, or project-based environment.
• Proven experience managing multi-location operations (office + site environments) is desirable.

Skills & Competencies:

• Strong organizational and multitasking skills.
• Excellent communication and interpersonal abilities.
• Proficiency in MS Office, ERP/HRIS tools, and administrative management systems.
• Strong vendor and facility management skills.
• Problem-solving and decision-making ability.
• Leadership qualities and team coordination skills.
• High level of professionalism, integrity, and confidentiality.

Behavioural Competencies:

• Attention to detail
• Proactiveness
• Time management
• Customer-centric mindset
• Ability to work under pressure.