Job Description

Job Overview

The Admin Manager will play a pivotal role in supporting the daily operations of the company by overseeing the administrative team and ensuring efficient coordination across departments. This role requires a hands-on leader who is meticulous, proactive, and capable of streamlining processes to support the COO and Operations Manager.

Key Responsibilities

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Leadership & Operational Support

Provide critical administrative support to the COO and Operations Manager, including scheduling, calendar management, coordination of meetings, and tracking key deliverables. Act as the central liaison for internal communications between leadership and various operational teams to ensure clarity and continuity. Participate in decision-making processes related to production, resale, allocation of resources, and office operations. Attend administrative and operational matters as assigned to maintain smooth office and field functions.
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Team & Staff Coordination

Oversee the administration team, monitor workload distribution, and ensure all tasks are executed timely and accurately. Conduct pre-screening and initial interviews for field staff candidates before referring them to the respective hiring managers. Collaborate with department heads to maintain quality standards across teams and functions.
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Employee Documentation & Records

Maintain and process administrative paperwork related to: + Attendance and performance tracking
+ Monthly payroll submissions and summaries
+ Leave applications, MCs, and HR compliance documentation
+ Field staff violation reports, accident reports, and disciplinary records

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Vendor & Third-Party Coordination

Liaise with suppliers, vehicle workshops, and service vendors to coordinate and schedule maintenance, deliveries, and services. Monitor supplier performance and ensure timely follow-ups to prevent operational delays.
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Vehicle Data & Cost Tracking

Monitor and update the company's vehicle maintenance schedule and related records. Tabulate and track vehicle-related costs and provide monthly summaries to management.
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Other Duties

Handle special projects and assignments from leadership. Continuously improve administrative SOPs and introduce automation or process enhancements where feasible.

Requirements

Diploma or Degree in Business Administration, Management, or a related field. Minimum 3-5 years of experience in administrative or operations roles, with at least 1-2 years in a managerial or supervisory capacity. Strong interpersonal and leadership skills; able to coordinate with cross-functional teams. Excellent organizational and multitasking abilities. Proficient in Microsoft Office (Excel, Word, Outlook); knowledge of HR or fleet systems is an advantage. * Strong sense of initiative, problem-solving, and confidentiality.