Administrative Manager at Bluebulb Financials Limited

Key Responsibilities

Office & Facilities Management

• Oversee the day-to-day management of all office facilities, ensuring they are safe, clean, functional, and well-maintained at all times.
• Manage office space planning, allocation, and utilisation across all group locations.
• Coordinate maintenance, repair, and servicing of office equipment, furniture, and physical infrastructure.
• Ensure operational readiness of all office utilities including power, water, internet, and security systems.

Administrative Operations & Process Management

• Develop, implement, and continuously improve administrative policies, procedures, and standard operating practices across the group.
• Supervise and coordinate the work of administrative staff, drivers, cleaners, and support personnel.
• Ensure 100% adherence to approved administrative SOPs by all relevant staff.
• Maintain accurate administrative records, filing systems, and documentation archives.

Procurement & Vendor Management

• Manage the end-to-end procurement process for office supplies, equipment, and services in line with the approved procurement policy.
• Enforce the 3-quotation policy for all purchases above defined thresholds and maintain proper documentation.
• Evaluate, onboard, and manage vendor relationships, ensuring quality, cost-effectiveness, and timely delivery of services.
• Conduct quarterly vendor performance reviews and flag underperforming suppliers for review.

Asset Management & Fixed Asset Register

• Maintain a fully updated fixed asset register with proper tagging, categorisation, and location tracking for all company assets.
• Conduct biannual physical asset verification and reconcile findings with the asset register.
• Manage asset allocation, handover documentation for new and exiting staff, and end-of-life asset disposal processes.
• Coordinate insurance claims within 48 hours of any asset loss or damage notification.

Fleet & Travel Management

• Oversee the management of the company's vehicle fleet, including scheduling, maintenance, fueling, and driver assignment.
• Coordinate domestic and international travel logistics for staff, including flights, accommodation, and ground transportation.
• Maintain accurate records of vehicle usage, mileage, and maintenance history.

Budget & Cost Management

• Prepare and manage the annual administrative budget, ensuring all expenditures are within approved limits.
• Monitor and report monthly on administrative costs, flagging variances and identifying opportunities for cost optimisation.
• Ensure zero unauthorised expenditures and maintain full documentation of all administrative spend.

Health, Safety & Compliance

• Ensure the office environment complies with all relevant health, safety, and regulatory standards at all times.
• Coordinate periodic fire drills, safety audits, and workplace risk assessments.
• Ensure all administrative activities are conducted in line with company policies and applicable regulatory requirements.

Stakeholder Support & Executive Assistance

• Provide administrative support to the Executive Leadership team as required, including logistics, event coordination, and document management.