Head, Administrative Department at Tokiye Integrated Medical Services

About the Role

• We are seeking a seasoned and highly organized Head, Administrative Department to provide strategic and operational leadership across our administrative functions for a major healthcare infrastructure project.
• This is a senior leadership role responsible for building structure, driving operational efficiency, and ensuring governance, compliance, and seamless administrative support across project and corporate operations.
• If you are a structured thinker, strong people leader, and systems-driven professional who thrives in complex, high-performance environments, this role is for you.

Key Responsibilities
You will:

• Lead and oversee all administrative operations including facilities, logistics, office management, and support services
• Develop and implement administrative policies, SOPs, and governance frameworks
• Manage travel, accommodation, fleet, procurement support, and vendor coordination
• Oversee budget planning and cost control for administrative functions
• Ensure regulatory compliance and proper documentation across administrative activities
• Establish and manage a structured system for incoming and outgoing correspondences
• Ensure proper logging, tracking, referencing, and archiving of all official letters, memos, emails, and contractual communications
• Maintain master registers for transmittals, RFIs, approvals, and formal notices
• Ensure all correspondences are properly referenced and traceable for audit and contractual purposes
• Control document distribution and maintain confidentiality and data security
• Supervise and mentor administrative staff to drive accountability and performance
• Support senior leadership with executive coordination and operational reporting
• Establish efficient systems to support project teams, contractors, and consultants

Who we are looking for

• Bachelor’s Degree in business administration, Management, or related field
• 10+ years of administrative leadership experience
• Strong background in structured correspondence management and document control systems
• Experience in construction, infrastructure, or regulated environments is an advantage
• Excellent organizational, coordination, and communication skills
• High level of discretion, integrity, and documentation discipline