An Assistant Admin Manager is responsible for supporting the overall administrative functions of an organization. They play a key role in ensuring that daily operations run smoothly by overseeing various administrative tasks, assisting in facility management, and handling office logistics. The Assistant Admin Manager collaborates with senior management to implement policies, manage resources, and improve efficiency. This role requires strong organizational skills, attention to detail, and the ability to multitask in a dynamic environment. The Assistant Admin Manager is instrumental in creating a productive and well-organized workplace.
| Salary | Market Competitive |
| Experience | 10 – 15 years |
| Location | Bahrain |
| Qualification | Bachelor of Business Administration |
| Posted | 10 November 2024 |
| Job Type | Full-Time |
| Posted by | Habeebi Recruiter |
| last date to apply | apply within 15 days |
Key Responsibilities
1. Office Administration and Coordination
The Assistant Admin Manager is in charge of managing day-to-day office operations. This includes overseeing the maintenance of office facilities, managing supplies, and ensuring that all administrative activities are carried out efficiently. They handle scheduling, coordinate meetings, and provide logistical support for events and company functions. By ensuring that all administrative tasks are completed promptly, the Assistant Admin Manager helps maintain a smooth workflow throughout the organization.
2. Support to Senior Management
In this role, the Assistant Admin Manager acts as a key support figure for senior management. They assist in implementing company policies and provide reports on administrative activities. The assistant helps in preparing presentations, drafting correspondence, and managing calendars for senior executives. They also handle confidential information with discretion and support in decision-making by providing relevant data and analysis.
3. Facility and Asset Management
Managing the company’s physical assets and facilities is a crucial responsibility. The Assistant Admin Manager oversees the maintenance of office equipment, ensures that all facilities are in good working order, and coordinates repairs when necessary. They keep track of office assets, maintain an inventory, and ensure that all equipment is used effectively. This proactive approach helps prevent disruptions and enhances the working environment for all employees.
4. Vendor and Contract Management
The Assistant Admin Manager is responsible for liaising with external vendors and service providers. They negotiate contracts, manage relationships, and ensure that services such as office cleaning, security, and maintenance meet the company’s standards. The assistant handles procurement of office supplies and equipment, ensuring cost-effectiveness while maintaining quality. Effective vendor management helps streamline office operations and reduces unnecessary expenses.
5. Employee Support and Administrative Assistance
Providing support to employees is a key aspect of the Assistant Admin Manager’s role. They assist with onboarding new hires, setting up workstations, and ensuring that all necessary resources are available. The assistant addresses employee queries related to office facilities, supplies, and administrative processes. By acting as a point of contact for administrative support, they help create a positive and supportive workplace environment.
6. Compliance and Record Keeping
Maintaining accurate records and ensuring compliance with company policies and legal regulations is a core responsibility of the Assistant Admin Manager. They manage filing systems, oversee document control, and ensure that all administrative documents are up-to-date and stored securely. The assistant also helps ensure that the organization complies with workplace safety regulations, health standards, and other statutory requirements.
7. Budget Management and Cost Control
The Assistant Admin Manager assists in preparing and managing the administrative budget. They monitor expenses related to office operations, seek ways to reduce costs, and ensure that spending aligns with the company’s financial plans. The assistant analyzes costs, identifies areas for improvement, and implements cost-saving measures without compromising service quality.
Qualifications and Skills
- Bachelor’s degree in Business Administration, Management, or a related field.
- Proven experience in administrative roles, preferably as an Assistant Admin Manager or Office Manager.
- Strong organizational and multitasking abilities.
- Excellent communication and interpersonal skills.
- Proficiency in office software (e.g., MS Office Suite, Google Workspace).
- Knowledge of office management procedures and budgeting.
- Strong problem-solving skills and attention to detail.
- Ability to handle confidential information with integrity.
Work Environment
The Assistant Admin Manager typically works in an office setting and may occasionally need to travel for vendor meetings or company events. The role involves working closely with employees across all departments, as well as interacting with external service providers. The Assistant Admin Manager must be adaptable and able to handle a variety of tasks simultaneously, as the position requires managing multiple priorities and meeting tight deadlines.
This role offers a dynamic and rewarding career for individuals who enjoy administrative work and have a talent for organization and problem-solving. It provides opportunities for professional growth, leadership development, and the chance to contribute to the efficient functioning of the organization.
How to apply:
Send your updated resume to our email or directly reach us at our phone:
Email: Info.YMA@yokogawa.com
Phone: +973 17358100
Fax: +973 17336100