ADMINISTRATION MANAGER JOB DESCRIPTION

Most people picture an Administration Manager as someone who orders supplies and books meeting rooms. The actual job is harder. When vendor contracts lapse unnoticed, office budgets overrun without a spend review framework, or a team of receptionists and assistants operates without clear accountability, the effects ripple outward to every department that depends on facilities, procurement, and information flow. The Administration Manager owns the systems that prevent those failures, budgeting and cost control, staff supervision, vendor performance monitoring, policy development, and the day-to-day operational infrastructure that keeps a multi-department office running. This is a managerial seat, not a support seat, and the distinction matters when evaluating candidates.

Candidates who want context on how this authority plays out operationally will find the day-to-day scope of this role laid out across a range of real workplace settings.

As the Administration Manager, you will oversee the full operational and supervisory scope of a corporate office's administrative function, from budget planning and vendor contract management to staff development and policy implementation. You will report to senior leadership and hold direct accountability for a team of office administrators, receptionists, and support staff whose output touches procurement, facilities, and executive-level coordination every day.

Career Impact: Owning both budget authority and people management at this level positions an Administration Manager to move into an Operations Manager or Head of Administration role within three to five years, particularly in organizations with multi-site or international footprints.

Business Impact: When procurement timelines slip or office systems break down, every team in the building loses productive time - the Administration Manager is the person who sets the controls that stop that from happening.

Growth Opportunity: Exposure to vendor negotiation, spend analysis, and cross-departmental stakeholder management builds a commercial skill set that transfers well beyond the administrative function and into broader operations leadership.

• Lead a team of office administrators and support staff, including performance reviews, coaching, and task allocation to maintain operational standards.
• Oversee vendor relationships and contracts, monitoring performance and recommending changes to maintain service quality within budget.
• Develop and implement office administration policies, procedures, and systems to ensure compliance and continuous improvement.
• Manage the office budget, including spend reviews, cost control tools, and procurement of consumables and technical equipment.
• Coordinate scheduling, meeting logistics, and reporting functions for senior leadership and cross-departmental stakeholders.
• Supervise facilities operations, including premises maintenance, asset inventory management, and equipment servicing.
• Hire, onboard, and evaluate administrative staff, ensuring the team is resourced and capable across all core functions.
• Plan and coordinate company events, including venue logistics, vendor sourcing, catering, and on-site execution.

Before drafting your application, checking how to frame these duties on a resume helps you match the language employers expect when reviewing event coordination and vendor oversight.

• Bachelor's degree in Business Administration, Management, or equivalent work experience.
• 5 or more years of administrative management experience, with at least 2 years directly supervising a team.
• Demonstrated ability to manage an office budget, including cost tracking, procurement, and spend reporting.
• Strong written and verbal communication skills, with experience preparing reports, correspondence, and policy documents.
• Proven capability to hire, develop, and evaluate administrative and support staff across multiple functions.
• Skilled in vendor management, including contract review, performance monitoring, and supplier negotiations.
• Exceptional organizational and prioritization skills, with the ability to manage competing deadlines in a multi-stakeholder environment.
• Proficiency with office productivity software and the ability to learn and administer internal systems quickly.

These requirements shift with seniority and sector, and what the posted qualification bar requires gives a fuller picture of how the standard moves across industries.

• Experience managing administration across multiple office locations or sites simultaneously.
• Background in facilities management, including lease liaison, fit-out coordination, or statutory compliance oversight.
• Exposure to change management or process improvement initiatives at an organizational level.
• Familiarity with GDPR or equivalent data protection frameworks as they apply to records management and correspondence.

• Administrative team performance against agreed service levels, measured monthly by output volume and error rate.
• Office budget variance, reflecting accuracy of spend forecasting against actual procurement costs each quarter.
• Vendor contract renewal rate, measuring how proactively agreements are reviewed and renegotiated before lapse.
• Staff retention rate within the administration team, indicating the effectiveness of onboarding, coaching, and development practices.
• Event delivery on-time rate, measured against confirmed logistics deadlines for internally planned company events.
• Typical tools: Office productivity suites (commonly Microsoft 365 or Google Workspace); expense and procurement platforms (commonly SAP Concur or equivalent).

For the broader picture of where this role leads and what it pays, salary benchmarks and certifications for this role are covered in the career overview.

• Base Salary Range: $65,000 to $95,000 per year depending on scope and location
• Bonus: Annual performance bonus, typically 5 to 10% of base salary
• Equity: Not standard at this level; occasionally offered at senior end of range
• Health Benefits: Medical, dental, and vision coverage; employer contribution varies by company size
• PTO: 15 to 20 days annually, plus public holidays; some roles include additional sick leave
• Common Perks: Professional development budget, hybrid work flexibility, employee assistance programs

Figures are estimates based on general US market benchmarks and may be outdated. Adjust based on location, company size, and seniority level.

Background check completion is a condition of employment for this role. All qualified applicants will receive consideration without regard to race, color, religion, sex, national origin, age, disability, veteran status, or any other characteristic protected under applicable federal, state, and local law. Candidates requiring a reasonable accommodation during the application or interview process may request one at any time. Applicants must be authorized to work in the United States.

Match budget oversight to a resume that reaches the people who decide.

The Administration Manager owns the full scope of executive and board-level administrative support at MIM, managing calendars, board records, and correspondence for the Executive Director and Founder. Working as a confidential partner to the Executive Director and in coordination with the Institutional Advancement department, this role enables the organization to operate with consistency and professional excellence across all stakeholder-facing functions.

Key Responsibilities

• Answer Executive Director's calls, screen and manage requests confidentially and professionally.
• Receive and interact with donors, visitors, and guests to the museum.
• Manage and prioritize incoming mail for the Executive Director and handle distribution of reports and other outgoing correspondence.
• Manage calendars for Executive Director and Founder, including arranging meetings, events, conference calls, and coordinating breakfasts, lunches, and receptions.
• Prepare and edit correspondence, communications, presentations, and other documents, maintaining an efficient file system both digitally and manually.
• Coordinate scheduling, agenda, and notes for leadership and other meetings as needed.
• Coordinate travel arrangements, itineraries, and expense reports for the Executive Director and consultants.
• Work with and support Institutional Advancement department and assist in planning events as needed.
• Manage MIM board calendar, develop agenda, coordinate board book materials, record and distribute minutes, and maintain corporate board records and annual Board dinner.
• Manage the administrative office, including office supplies, donated item inventory, equipment, printing, and general office operations, ensuring cost savings.
• Prepare expense reports, credit card logs, check requests, and administration budget; review invoices and support Finance department as needed.
• Manage special projects, modular furniture purchases and reconfigurations, and perform other tasks as assigned.

Required Qualifications

• Bachelor's degree in a related field.
• Minimum 5 years of experience in a senior administrative or office management role.
• Experience taking minutes in Board meetings and tracking action items to completion.
• Good project management and event planning skills.
• Familiarity with the museum industry or an arts and culture organization is a plus.
• Excellent computer skills in MS Word, PowerPoint, Outlook, and Excel.
• Excellent writing, editing, proofreading, problem-solving, and prioritization skills with the ability to multi-task and work independently.
• Demonstrate professionalism, attention to detail, confidentiality, and flexibility in a complex, rapidly changing environment.
• Positive attitude, resourceful, guest-centered focus.
• Available for occasional evening and weekend work.

Embedded within a housing and services organization, the Administration Manager leads administrative staff supervision, training, and cross-departmental coordination to streamline processes and communications. Working closely with the EVP of Housing and Services, Housing and Services Directors, and Regional Managers, this role advances the delivery of efficient, consistent administrative operations across the organization.

Core Functions

• Supervise and provide leadership for administrative staff, including identifying, hiring, evaluating performance, and advancing professional development goals.
• Coordinate with other Administrative Staff to ensure clear communications and create efficiencies; act as liaison between the administrative staff and senior management.
• Work with the EVP of Housing and Services, Housing and Services Directors, and all Regional Managers to provide direct support and strategize new initiatives.
• Hold regular meetings with administrative staff to discuss issues, problem-solve, guide performance, and maintain high-level work.
• Coach employees to improve their ability to anticipate, correct, and avoid deficiencies, and delegate tasks while tracking project progress.
• Lead planning and organizing training sessions and coordinate completion of special projects toward company goals.
• Maintain communication flow and business processes, schedule meetings and training for small and large groups.
• Plan event spaces, including negotiating contracts, preparing agendas, ordering and arranging food, and day-of coordination.
• Utilize Outlook and MS Office, including high-functioning Excel spreadsheets with formulas, and process incoming contracts for vendors.

Qualifications & Experience

• High School diploma or equivalent.
• Minimum 2 years of receptionist and administrative experience in a busy professional office.
• Proficiency in MS Word, Excel (spreadsheets, formulas), and database software.
• Ability to accurately type 45 words per minute.
• Ability to file documents for extended periods.
• Strive to be a leader in thought and practice, and actively encourage staff learning and growth around diversity and inclusion.
• Ability to sit, stand, bend, kneel, stoop, reach, lift, and carry up to 30 pounds, walk up and down stairs.

Reporting to senior leadership, the Administration Manager shapes AGA's Field Operations Support team by overseeing governance and compliance reporting, government funding claims, and stakeholder coordination across the VET and apprenticeship system. Partnering with Field Officers and external stakeholders, including apprentices and host employers, this role strengthens AGA's operational processes and ensures regulatory compliance to sustain quality service delivery.

Primary Duties

• Oversee all governance and compliance reporting responsibilities of the GTO, including VGTP funding reports, supplier panels, and subscriptions to Social Traders Australia.
• Proactively identify tender submissions and government funding opportunities and coordinate preparation of proposals.
• Ensure a robust system of claiming government employer incentives and develop an internal audit process ensuring compliance with GTO National Standards.
• Liaise with and assist Field Officers with data entry, documentation, and maintenance of visit cycles by monitoring Workforce One.
• Ensure field queries from apprentices, host employers, and other stakeholders are acted on in a timely and accurate manner.

Skills & Qualifications

• Qualification and/or relevant experience in management, financial, business development, HR, or industrial relations.
• Working knowledge of all relevant legislation and regulatory standards.
• A high level of knowledge of the VET/Apprenticeship system is highly desirable.
• High-level computer skills and broad experience across several applications.
• Demonstrable ability to communicate with, lead, and manage staff performance, as well as build rapport with a diverse range of stakeholders.
• Committed to professional development and continuous improvement.

Sitting at the intersection of operational efficiency and people leadership, the Administration Manager oversees daily administrative procedures, inventory management, and team development across the entire Kingsway DC operation. Operating across purchasing, budget control, and stakeholder engagement, this role enables continuous process improvement and ensures the smooth flow of information and resources throughout the distribution center.

Duties

• Assess, evaluate, and develop a team of admin assistants through performance reviews, coaching, and guidance to ensure maximum efficiency.
• Streamline admin activities, standardise reports, and plan, coordinate, and manage all administrative procedures and systems across the entire Kingsway operation.
• Ensure the smooth and adequate flow of information within the company and organise and supervise other administrative activities.
• Monitor costs, assist in budget preparation, develop spend reviews and budget control tools, and manage purchasing of consumables in line with cost, quality, and delivery targets.
• Implement daily and weekly inventory checks, set order trigger points, manage stock levels in line with volume forecasts, and create ways to manage obsolete and slow-moving stock.
• Build relationships with key stakeholders to ensure ongoing process improvement to enhance the quality and speed of service.

Experience & Qualifications

• BSc/BA in Business Administration or a related qualification is advantageous but not essential.
• Previous experience as an Admin Manager is preferable.
• A track record of improving team performance.
• Experience with office management processes and principles.
• Highly effective planning skills, including critical path management.
• Proficient in MS Office.
• Excellent commercial acumen, critical thinking, and problem-solving skills.
• Ability to influence multiple stakeholders at all levels.
• Team player with good time management and great interpersonal and communication skills.

A key member of the unit management and administrative team, the Administration Manager leads the supervision of campus administrative personnel and coordinates human resources administration, financial records, and purchasing activities for a large campus unit. Collaborating across unit management, staff, and the broader Institute, this role delivers consistent, policy-compliant administrative services that support the effective functioning of unit operations.

Functions

• Develop and implement unit administrative processes and procedures consistent with overall Institute administrative policy.
• Define and communicate administrative staff duties; monitor performance and provide feedback.
• Supervise the maintenance of unit financial records and oversee unit human resources administration, including transaction processing, time reporting, and records maintenance.
• Supervise and coordinate direct administrative support to unit management and organize and supervise unit records management function.
• Coordinate unit purchasing activities, including preparation of purchasing documents, ordering and maintaining supplies.
• Schedule and organize meetings and other events, and perform other duties as assigned.

Education & Experience

• Bachelor's Degree in Business Administration or related field, or equivalent combination of education and experience.
• Six to eight years of job-related experience.
• Proven experience as a supervisor or in a relevant role.
• Familiarity with company policies and systems.
• Knowledge of general office administrative processes, records management, and event planning.
• Expert-level skills using MS Office.
• Deep knowledge of Workday.
• Excellent communication, interpersonal, organizational, and leadership skills.

Efficient patient care delivery across the hospital depends on the Administration Manager, who leads administration teams, manages bookings and Medical Records, and optimises clinical pathways from NHS Trusts and GPs to North Downs Hospital. Based within a clinical setting and working in conjunction with Finance, Outpatients, and Theatre Manager, this role enables the hospital to meet contractual requirements and deliver a high-quality, cost-effective service on time.

Leadership Responsibilities

• Lead and manage the administration teams in the hospital.
• Support clinical departments to help deliver a high-quality service, on time and on budget.
• Manage bookings, inpatient and outpatient, hospital-wide information technology systems, and Medical Records.
• Ensure clinics and theatre lists are operated to maximum efficiency, working in conjunction with Finance, Outpatients, and the Theatre Manager.
• Optimise business processes to meet contractual requirements and generate a cost-effective service.
• Oversee the effective administration of patient care pathways from local NHS Trusts and GPs to North Downs Hospital and support and drive performance improvement.

Technical Qualifications

• Previous healthcare administration experience with proven ability to manage and motivate multi-disciplinary teams.
• Demonstrated financial and commercial acumen, ideally through previous P&L responsibility.
• Strong computer skills, including the MS Office package.
• Willingness to lead on new patient IT system integration, including EMIS.
• Strong planning, organisational, and communication skills, both written and verbal.
• Ability to work effectively in a team and independently.
• Flexible and adaptable with a proactive and innovative approach.
• Warm, empathetic character with the ability to make decisions and use initiative.
• Passion to deliver excellent care.
• Positive attitude and desire to progress and improve services.

As the Administration Manager, this role leads and manages the administration team and rostering function across Peninsula Grange Aged Care and Racecourse Grange Aged Care, encompassing staff coordination, resident admissions, and site audit preparation. The aged care operations team relies on this work to maintain a positive, resident-focused culture and ensure accurate, timely financial and scheduling processes across both facilities.

Strategic Responsibilities

• Lead and manage the Administration team and rostering function.
• Assist in training, induction, and recruitment of new staff.
• Maintain records and coordinate the roster for care, clinical, and wider teams.
• Process payments and facility accounts in an accurate and timely manner.
• Greet guests and assist with resident enquiries and admissions.
• Oversee site administration, including scheduling meetings, ordering supplies, and responding to queries.
• Promote a positive culture and the Better Together model of care.
• Assist with preparation and leadership for site audits and accreditations.

Background & Experience

• Demonstrated experience in Administration Management.
• Previous experience in Roster Coordination, ideally with high volumes within a clinical or care setting.
• Knowledge of accreditation and standards.
• Background in Aged Care, Practice Management, or a hospital setting.
• Effective financial management, including rosters, clinical consumables, and accounts in line with budget requirements.
• Strong leadership skills and a continuous improvement mindset, displaying values of Bold, Warm, and Honest.
• Excellent organisation and interpersonal skills.
• Ability to manage multiple and changing requirements in a fast-paced, resident-focused environment.

HR and Administration Manager leads all HR department activities, including recruitment, compensation strategy, compliance, and talent development within a global manufacturing environment, with direct oversight of HRIS, payroll systems, and plant security and wellness programs. Success in the position means building a workforce that reflects diversity and meets the demands of an international automotive operation, supporting leaders at all levels with consistent policy guidance and strategic HR partnerships.

Ownership Areas

• Plan, organize, and control HR department activities, develop goals, manage customer feedback, and initiate improvement actions.
• Promote and participate in continuous improvement by recommending new approaches, policies, and procedures to improve department efficiency.
• Provide coaching, counseling, and policy guidance to management and employees to ensure timely resolution of issues and equitable treatment.
• Develop, implement, and maintain departmental budget, including long-range financial plan and headcount management.
• Lead an effective recruitment and selection process supporting workforce diversity and oversee international assignment and relocation activities.
• Develop, implement, and administer a comprehensive compensation, benefits, and rewards strategy to attract and retain talent.
• Identify training needs and develop employee and management performance programs, including succession planning for key positions.
• Develop and implement internal systems supporting talent strategy, including protocols for personnel disputes, grievances, misconduct, and policy infractions.
• Ensure compliance with corporate and statutory requirements and direct plant security, health, safety, environmental, and wellness strategy.
• Effectively administer the HRIS, including employment data, payroll systems, and benefit plan administration; implement the corporate Organization Review process.
• Promote workforce diversity, collaborate with HR Councils for policy consistency, plan special events, and manage expat services.

Minimum Qualifications

• Bachelor's degree in Human Resources or related field required, Master's preferred.
• Professional certifications a plus.
• Progressively responsible HR generalist experience, including 5+ years of managerial experience.
• Global manufacturing and Automobile Industry experience preferred.
• Proven knowledge of HR principles, practices, and federal and state employment laws and regulations.
• Proficiency in Microsoft Office and HRIS applications.
• Detail-oriented with strong organizational and prioritization skills.
• Professional verbal and written communication skills in English, and presentation skills.
• Ability to establish credibility at all levels.
• Willingness to relocate within China or internationally.

The Administration Manager produces comprehensive administrative program support for a U.S. Government contractor operation, overseeing administration clerks and managing payroll, personnel timesheets, subcontractor reports, and staffing projections up to six months in advance. Coordinating directly with the Project Manager and corporate office, this role ensures compliant, audit-ready documentation and seamless personnel movement in and out of the country across the USCENTCOM area of operations.

Day-to-Day Responsibilities

• Manage a comprehensive administrative program supporting operations, including administration, payroll, and personnel timesheets.
• Oversee all Administration Clerks and ensure efficient and effective execution of their responsibilities.
• Coordinate with the corporate office on all personnel administration-related activities and processes.
• Support coordination of personnel movement into and out of the country for both official and personal travel.
• Receive, review, compile, integrate, and submit administrative reports from subcontractors to the government and corporate office; act as liaison with subcontractor administration offices.
• Prepare written deliverables for the client, including reports, spreadsheets, memos, and summaries, and maintain records for audit.
• Assist in planning, development, and implementation of a comprehensive administrative program, including subcontractor reports and formats.
• Oversee personnel administrative in-processing and out-processing and update personnel records using company systems.
• Forecast staffing levels and submit projections up to 6 months in advance, and advise the Project Manager on all administrative matters.

Professional Experience

• Bachelor's degree in a business-related field from an accredited institution.
• Minimum 6 years of administrative support experience, including at least 2 years in a supervisory capacity and at least 1 year with a U.S. Government contractor.
• Advanced skills in Microsoft Excel and Outlook, proficient in Word and PowerPoint.
• Sufficient skills to manage electronic records systems.
• Ability to travel to and/or work in austere, hostile, or remote locations.
• Must hold a current U.S. driver's license.
• Ability to pass pre-employment and random drug screening, and a detailed background investigation.

Embedded within the finance and legal operations team, the Equity Administration Manager develops and maintains all aspects of the company's global stock plan administration using the Shareworks equity system, including participant transactions, IRS reporting, and quarterly audit support. Working closely with accounting, legal, and external service providers, this role enables accurate equity reporting, international tax compliance, and the scalable infrastructure needed to support both pre-IPO and public company equity programs.

Scope of Work

• Accurately and timely handle day-to-day administration of the company's global stock plans using the Shareworks equity system, including all participant transactions, capitalization table, and participant data.
• Assist efforts to grow and scale the stock administration function, including enhancing and automating processes and evaluating service providers.
• Prepare equity summaries for board meetings and ensure global equity reporting and compliance with international tax and regulatory requirements.
• Respond to employee questions regarding equity grants and exercises and reconcile transactions, termination dates, tax withholding, and other items as required.
• Prepare annual IRS reporting forms, perform valuation setup for option grants, create snapshots, and maintain expensing reports in Shareworks.
• Prepare all equity-related journal entries and support quarterly and year-end audits, ensuring internal controls and procedures are operating effectively.
• Reconcile NetSuite and Shareworks for equity transactions during the month-end close and maintain and develop standardized procedures and reporting packages.

Knowledge, Skills & Abilities

• Bachelor's degree.
• Certified Equity Professional (CEP) designation or in the process of obtaining.
• Experience using the Shareworks system is strongly preferred.
• Experience with both pre-IPO and public companies is a plus.
• Comprehensive understanding of equity award types, tax implications, and private vs. public company equity programs across multiple jurisdictions.
• Exceptional organizational skills with the ability to prioritize, meet deadlines, deliver results, and maintain a high degree of accuracy in a fast-paced environment.
• Proven record of providing excellent internal and external customer service.

Reporting to the Controls Global Projects team at Amazon Web Services, the Project Administration Manager refines financial, resource, and schedule planning for next-generation automation systems across AWS data centers, managing the team budget, including RFQs, CARs, purchase orders, and spend forecasting. Partnering with external contractors, internal project engineers, and cross-organizational teams, this role advances the efficiency of the project lifecycle and ensures transparent progress reporting for stakeholders at all levels.

Engineering Responsibilities

• Manage project intake by prioritizing incoming work and identifying the appropriate stakeholders.
• Facilitate financial, resource, and schedule planning by participating in the Operational Planning process and working with external contractors and internal project engineers to secure timelines and scopes of work.
• Manage the team's budget, including approving and tracking RFQs, submitting CARs and WOs, tracking POs, managing invoices, and tracking and forecasting overall spend.
• Track and report project progress and success, including business review reports, managing the project management system, and leading update meetings with internal and external stakeholders.
• Develop and lead process improvement initiatives that streamline the team's project lifecycle, partnering with teams across the organization.

Position Requirements

• B.S. in Electrical or Mechanical Engineering, Engineering Technology, Construction Management, Computer Science, or related field.
• 5+ years of relevant data center experience.
• Project Management Professional (PMP) certification or understanding of project lifecycles and deliverables.
• Experience managing complex projects/programs in a critical environment, including cross-organizational programs and process improvement development.
• Project/program administration or coordination experience in the controls, HVAC, construction, data center, or related industry.
• Strong technical writing, communication, organizational, and problem-solving skills.
• Ability to travel domestically and internationally as needed (up to 25% of the time).
• Must meet Amazon's leadership principles requirements.

Sitting at the intersection of patient experience and administrative operations, the Administration Manager oversees receptionist and administrator scheduling, EMIS system management, and policy development to ensure a smooth, compliant, and patient-centred service at the centre. Operating across HR, IT, risk assessment, and complaint handling functions, this role enables the practice to deliver courteous, proficient patient care while maintaining data protection and staff development standards.

Role Responsibilities

• Manage the receptionist/administrator rota on a monthly basis and work with HR to oversee recruitment, development, and performance management of Admin/Reception staff.
• Maintain, update, and monitor computer systems and associated equipment, reporting faults to the IT Helpdesk.
• Process all private communications and records between the Practice and third parties, adhering to the Data Protection Act.
• Conduct regular risk assessments, 1-to-1 meetings, KPI reports, stock monitoring, and complaint handling for non-clinical concerns.
• Become the super-user for EMIS, generate all reports, and ensure adequate staff training in the use of technology.
• Develop and deliver company policies, identify training and induction needs for direct reports and organise the delivery of training.
• Share on-call Duty Manager responsibilities with the Service Manager and participate in training programmes implemented by the Practice.

Required Qualifications

• Previous administration manager experience in a healthcare setting, managing a team of staff.
• Experienced in providing information and advice to patients, relatives, and members of the public.
• Good complaint management skills.
• Knowledge of EMIS WEB.
• Excellent computer skills.
• Ability to plan and organise your own time.
• Ability to exercise judgement when dealing with patient enquiries.
• Able to deal with difficult and demanding situations with professionalism and empathy.

A key member of the office operations team, the Administration Manager leads the full coordination of front-of-house, bookkeeping, CRM management, and corporate events to ensure efficient and smooth day-to-day operation of the office. Collaborating across internal teams and external clients and vendors, this role ensures the business runs seamlessly through diligent data entry, financial reconciliation, and the delivery of an excellent first impression to every visitor.

Job Functions

• Be the first point of contact for all visitors and clients, providing an excellent first impression, and receive all calls, directing and relaying phone messages.
• Ensure the office welcome area and meeting rooms are maintained in a neat and presentable fashion.
• Manage and coordinate meetings, including scheduling internal and external meetings for the Director and staff.
• Perform general housekeeping duties, including ordering supplies and stationery, managing IT and office equipment servicing, and ad hoc tasks as required.
• Perform data entry of invoices, bank and credit card reconciliation, and all general bookkeeping duties.
• Perform general word processing, formatting, filing, archiving, and administrative duties as required.
• Manage corporate events and catering, manage CRM, ensure the database is up to date, and set up projects in relevant programs.
• Ensure workplace systems and processes are running seamlessly.

Qualifications & Experience

• Proven experience and knowledge of accounting and bookkeeping.
• Advanced skills in Microsoft Office and the ability to learn other software products.
• Strong writing, editing, and proofreading skills.
• Excellent customer service and communication skills.
• Presentable and professional demeanour.
• Ability to multitask, prioritise, and work unsupervised with reliability and a strong work ethic.
• Impeccable attention to detail.
• Great organisational and time management skills.
• A collaborative team player.

Effective procurement integrity and grant compliance across New York City contracting processes depends on the Administrative Manager, who monitors and coordinates purchasing, processes contract registrations through City systems including PIP, FMS, and PASSPort, and maintains tracking of all Fund Grant contracts. Serving as a liaison to agencies, vendors, Business Law, and Finance, this role enables timely, regulation-compliant vendor bid evaluation, contract registration, and grant-funding support for the BOI Fiscal Unit.

Accountabilities

• Monitor and coordinate purchasing of goods and services; review, track, and update purchase requisitions and purchase orders.
• Process timely registration of new, renewed, and amended contracts and participate in the RFP process, including responsiveness checks, quality assurance reviews, and vendor bid evaluation.
• Act as liaison to various agencies and vendors to ensure the integrity of bidding and delivery processes.
• Utilize the City's PIP, FMS, VENDEX, APT, HHS Accelerator, PASSPort, and other City information systems to prepare contracts for registration and ensure compliance with regulations.
• Prepare weekly status reports for internal and external stakeholders and interact with requesting divisions, Business Law, Finance, and oversight agencies.
• Maintain tracking of all contracts within the Fund Grant and provide additional support to manage grant funding and support the BOI Fiscal Unit.

Skills & Qualifications

• Experience with budgets and financial data in a government, nonprofit, or human services setting.
• NYC government experience a plus.
• Substantial accounting or financial background.
• Some knowledge of budgeting and contracting with New York City.
• Advanced proficiency with Microsoft Office, particularly advanced knowledge of Excel.
• Ability to respond rapidly and accurately to requests.
• Ability to work in a high-pressure, time-sensitive environment.

Reporting to business unit leadership, the Contract Administration Manager oversees the review, drafting, and negotiation of government and commercial technology contracts, including software service agreements, non-disclosure agreements, and statements of work. Partnering with internal legal counsel, subject matter experts, and business unit staff, this role enables the organization to manage complex contractual obligations efficiently while maintaining regulatory compliance with FAR and DFAR requirements.

Strategic Responsibilities

• Review, draft, and negotiate technology contracts, including software service and license agreements, non-disclosure agreements, statements of work, and sales contracts.
• Ensure contracts conform to company policy while maintaining a high level of customer satisfaction and responsiveness.
• Identify and analyze non-standard contract terms with internal legal counsel, subject matter experts, and business unit staff.
• Anticipate problems, initiate actions, and participate in projects to ensure contracts are managed and processed efficiently.
• Assist with preparing proposals, participate in fact-finding and negotiations, provide risk assessments, and offer creative contracting approaches to mitigate risk.
• Guide team members to ensure RFP/RFQ contractual requirements can be achieved and assist in developing alternate compliant strategies.
• Summarize, advise on, and interpret contract policies, procedures, rules, and performance standards in support of government procurement procedures.

Education & Experience

• Bachelor's degree.
• Paralegal, J.D., or contract management certification strongly preferred.
• Minimum 4 to 6 years of experience with contracts.
• High level of understanding of contractual terms, including the ability to interpret, edit, and negotiate contracts.
• Working knowledge of the Federal Acquisition Regulations (FAR) and DFAR is desired but not required.
• SaaS experience is desired but not required.
• Working knowledge of MS Office products with basic mathematical skills.
• Excellent writing and verbal communication skills.
• Customer service-focused with strong time management skills.
• Ability to prioritize, plan, analyze, and execute multiple complex contract-related activities and work collaboratively or independently.

Administration Manager advances the implementation of site-related administration programs, office budget management, quality management activities, and organizational change initiatives in support of the Executive Site Leadership team. The work directly supports a manufacturing and commercial business environment where consistent delivery of office administration functions, correspondence compliance, and stakeholder-aligned event planning are essential to achieving business plan objectives.

Executive Functions

• Implement critical site-related administration actions, programs, and initiatives linked to business plans and partner with management on specific site admin actions and project implementations.
• Provide support to the Executive Site Leadership team and act as a change agent supporting key change management initiatives.
• Coach and supervise the Office Administrators team and manage the entire process of company site visitors and business trips.
• Manage the office budget and ensure timely, quality procurement of office supplies and technical equipment.
• Manage the process and compliance of incoming and outgoing company correspondence and the archiving system for correspondence and clerical documents.
• Drive and support the Management Review process and all related Quality Management activities.
• Drive and support the organisation of Company events, aligning with stakeholders on budget, venues, accommodation, entertainment, and hospitality.
• Manage the Company's media subscriptions and books budget, and oversee the planning and design of office and meeting spaces.
• Provide and drive the implementation of proposals to improve the delivery of office administration functions.

Minimum Qualifications

• A university degree, a degree in Business Administration, is an advantage.
• Minimum 5 years of experience in a managerial role leading a team.
• Proven experience leading the implementation of programs and processes that yield positive results.
• Experience in influencing and challenging at the senior manager level.
• Commercial and manufacturing business knowledge.
• Expertise in behavioral change and change management principles and methodologies.
• Computer literacy, including MS Office.
• Fluent in Lithuanian and English.
• Strong analytical skills, process improvement orientation, and ability to manage workload and juggle conflicting priorities in a fast-paced, complex environment.
• Exceptional listening, empathy, influencing, and coaching skills with the ability to work effectively with people of diverse cultures.

The Stock Administration Manager creates operational integrity across goods-in, cyclic, and annual stock counts, and client KPI reporting within a logistics and supply chain environment, leading a team of Stock and Goods In Administrators. Coordinating with clients in review meetings and working across procurement, invoicing, and ISO compliance functions, this role enables the site to achieve maximum load capacity, accurate stock reconciliation, and sustained continuous improvement.

Key Deliverables

• Manage a team of Stock and Goods In Administrators, including development tasks, performance management, and health and safety oversight.
• Provide high-quality customer service to all internal and external customers, ensuring client requirements, queries, claims, and non-conformances are met with corrective actions taken.
• Oversee and manage the Goods In Schedule to enable maximum capacity of loads.
• Plan, organise, and conduct cyclic and annual stock counts, ensuring stock integrity, reconciliation, and physical and systemic stock holdings match each period.
• Provide KPI data, produce accurate and timely departmental KPIs, and attend client review meetings.
• Control costs through managing pallet administration functions and oversee all site procurement and client invoicing activities.
• Examine internal and external procedures to drive continuous improvement and ensure compliance with ISO Quality Standards and all company policies and procedures.
• Manage holidays and sickness budgets and provide ad-hoc activities to clients as instructed.

Requirements

• Good knowledge of logistics and supply chain operations.
• Experience in process and data analysis and problem-solving.
• Ability to delegate, coach, and performance manage staff.
• Computer-literate.
• A good communicator who adapts to and promotes change.
• Ability to work in a high-speed, pressurised, close team environment.
• A flexible approach to working duties.
• Results-driven with the ability to work on your own initiative and resolve issues effectively with sustainable solutions.

Embedded within a manufacturing organization, the Human Resource & Administration Manager executes the full spectrum of HR and administration functions, including manpower planning, recruitment, payroll, and performance management, to achieve short-term and long-term business targets. Working closely with leadership and employees across all levels, this role advances operational efficiency, employee engagement, and group policy compliance through improved systems and proactive HR planning.

Areas of Ownership

• Manage the full spectrum of HR and Administration functions, including manpower planning, recruitment and selection, compensation and benefits, payroll, performance management, training and development, and administration.
• Review, develop, and implement systems, procedures, and processes to improve operational efficiency and ensure compliance with Group policies.
• Engage in HR planning and development strategy to achieve short-term and long-term targets.
• Work on employee relations activities and facilitate ongoing communication across all levels to promote employee engagement.
• Oversee and manage a performance appraisal system that drives high performance.
• Perform ad hoc projects and ensure other employee services, HR record keeping, and government and legal compliance.

Experience & Qualifications

• Bachelor's Degree or Diploma in Human Resources Management, Business Administration, or equivalent.
• At least 5 years of working experience in the related field.
• HR experience in a manufacturing background is required.
• Well-versed in Microsoft Office.
• Good spoken and written English.
• Good team player with a hands-on approach, positive attitude, high level of ethics, and confidentiality.
• Able to multi-task, proactive, able to work independently with minimum supervision, and organised with good analytical skills.

Reporting to school leaders, the School Administration Manager coordinates budgeting, procurement, human resource management, and IT infrastructure to support the school's strategic objectives and deliver efficient, compliant operations in accordance with MOE guidelines. Partnering with vendors, parents, and the public, this role guides a department team while enabling positive stakeholder relationships, effective financial management, and smooth execution of student admissions and financial assistance schemes.

Operational Focus

• Support school leaders in aligning objectives and work plans to the school's strategic needs and in developing and maintaining positive relationships with parents, vendors, and the public.
• Support the recruiting process for new students and learners of all levels and assist with pupil placement and programs such as financial assistance schemes and admissions exercises.
• Oversee and manage the school's budgeting process and financial operations, including budget exercises, asset and inventory tracking, and handling audit queries.
• Manage overall procurement processes in schools to ensure compliance with MOE guidelines and support human resource management, including manpower resourcing and benefits administration.
• Assist in budgeting and organising events, and drive the implementation and use of IT infrastructure to increase productivity and efficiency.
• Lead a team and recruit new personnel to the department.

Background & Experience

• At least 7 years of experience in business administration or general management of a school.
• Experience in such a function within the Education or Hospitality sector.
• Strong interpersonal, organisational, and communication skills.
• Proven ability to lead and work well in teams.
• A dynamic and motivated individual.
• A keen interest in continuous improvement and work excellence.
• English proficiency.
• Strong IT literacy.

Sitting at the intersection of business development and creative operations, the Administration Manager coordinates tender submissions, RFQ preparation, and project tracking for a design and creative services firm, reporting directly to the General Manager and Creative Director. Operating across client enquiries, bid documentation, and project handover to Operations and Project teams, this role ensures standardised, compliant tender submissions and timely fulfilment of project milestones.

Core Responsibilities

• Report directly to the General Manager and the Creative Director; organise and attend meetings and provide assistance during presentations, including recording of minutes.
• Vet incoming tenders and note tender due dates, project start and end dates, submission instructions, and mode of submission.
• Formulate, compile, coordinate, and prepare customer enquiries, tenders, RFQs, and bid submission documents, ensuring standardisation in format and compliance with customer requirements.
• Maintain records of tenders in internal reports and tender document management systems, and facilitate handover of successful bids to Operations and Project teams.
• Identify and raise concerns regarding project progress, keep track of timelines, and monitor project fulfilment.

Knowledge, Skills & Abilities

• Diploma or above in Business Studies, Administration, Management, Creative Multimedia, Mass Communications, or equivalent.
• Familiar with the tendering process with prior experience.
• Able to manage multiple RFQs simultaneously under strict timelines.
• Good analytical and problem-solving skills.
• Strong attention to detail.
• Good interpersonal, written, and verbal communication skills.
• Highly driven and independent.

A key member of the Administrative Department, the Field Administration Manager coordinates billing, large project administrative management, and customer system implementations across multiple operations in the Midwest region. Collaborating across field technicians, project managers, key accounts, and the broader Administrative team, this role executes billing assurance and process improvement to maintain compliant, customer-aligned invoicing and collections outcomes.

Work Activities

• Ensure that Health and Safety is the number one priority by complying with all safe work practices, policies, and processes.
• Oversee administration performance for multiple operations in the Midwest region with a high focus on billing and large project administrative management.
• Conduct process and performance review and improvement, and implement corporate initiatives.
• Provide direct support during large turnaround projects or event work and represent the Administrative Department with key accounts, managing customer system implementations.
• Navigate customer billing systems and invoice portals with proficiency and use intermediate-level Excel extensively for data gathering and reporting.
• Assure billing of the business following internal policies and within customer expectations; respond to billing issues, assist in collections, and complete short pay and credit rebill requests.

Required Qualifications

• Bachelor's degree in business, environmental science, or related discipline preferred.
• Previous experience in an administrative role involving invoicing, payroll, A/R, or A/P preferred.
• Proficient in Microsoft Office and related programs.
• Strong customer service and communication skills.
• Ability to multi-task in a complex and fluid environment.
• Willingness to travel up to 25-30% of the time.

Effective delivery of professional office administration functions depends on the Administration Manager, who leads a small team of office assistants, receptionists, and drivers while managing vendor contracts, premises maintenance, and travel arrangements across all office locations. Serving as the internal point of contact for administrative service requests and company events, this role ensures continuous quality, effective company spending, and smooth daily office operations through policy development and vendor performance monitoring.

Scope of Work

• Assist the manager in maintaining the full spectrum of administration services, including office administration, vendor contracts, premises repair and maintenance, fixed asset management, office renovation and relocation, travel arrangements, cleaning services, and other routine administration functions.
• Lead a small team of office assistants, receptionists, and drivers to deliver professional administrative functions.
• Formulate, review, and revise administration policies, procedures, and guidelines for continuous improvement.
• Monitor vendor performance and recommend changes to ensure continuous quality and effective company spending.
• Handle internal customer administrative service requests.
• Assist in organising company events, and complete ad-hoc assignments and projects as required.

Professional Experience

• University degree or related disciplines.
• At least 6 years of relevant work experience, of which 4 years at a supervisory level, preferably in a sizable company.
• Proficient in written and spoken English, Chinese, and Mandarin.
• Proficiency in MS Office applications, including Word, Excel, and PowerPoint.
• Excellent team player with strong motivation and proactive.
• Able to work in a fast-paced and results-driven environment.

Reporting to senior HR leadership, the Workforce Administration Manager refines a day-to-day HR service for UK and Ireland colleagues by leading a team of HR Administrators through the full range of HR lifecycle transactions, leveraging leading-edge HR technology. Partnering with HR colleagues and Corporate Centres of Excellence, this role advances service quality, process efficiency, and compliance outcomes across Group HR Operations globally.

Leadership Responsibilities

• Ensure colleagues utilising the service receive a consistent, high-quality service within service level agreements.
• Continuously review the service offered via the HR Catalogue to improve standards, reduce waste, and implement change in a measured way.
• Identify areas of risk and propose mitigating plans to reduce or remove them.
• Manage, develop, coach, and retain a team of HR Administrators who can carry out activities at Tier 2 levels.
• Partner with HR colleagues to offer an integrated service and build successful relationships within HR.
• Produce management information measuring people, process, and cost initiatives, and provide qualitative and quantitative data showing team performance against agreed service levels monthly.
• Evidence process improvements and the benefits they have made to service or team efficiency.
• Lead successful implementation of projects spanning across Group HR Operations globally.

Qualifications & Experience

• Bachelor's degree or equivalent in HR or related area.
• CIPD or equivalent qualification is desirable.
• Proven track record as an Operations Specialist with commercially focused, excellent organisational and communication skills.
• Experience working in a professional services environment that has undergone change.
• Experience managing change management initiatives is an advantage.
• Previous experience supporting HR Compliance activity in a regulated environment is an advantage.
• Strong evidence of partnering with HR colleagues and Corporate Centres of Excellence.
• Ability to manage competing and rapidly changing priorities, work independently, and operate well in a matrix environment.

Administration Manager manages all administration functions across offices and locations in India, including travel, transport, visa, security, guesthouses, and Capital Expense budget oversight, ensuring periodic preventive maintenance and statutory compliance at every site. The work directly supports a manufacturing business by building reliable, cost-effective vendor relationships and providing trained resources for in-house shows, exhibitions, and VIP visits across all branch locations.

Delivery Expectations

• Manage all administration functions across all offices and locations in India, including travel, transport, visa, security, guesthouses, housekeeping, and office management.
• Manage the Capital Expense budget, anticipate requirements, schedule expenditures, monitor costs, and analyse variances.
• Initiate and manage contracts related to the Administration function and ensure proper asset inventory management and periodic preventive maintenance of all office equipment.
• Assist in identifying branch locations, negotiation, lease deed executions, fit-outs, and handover of branches for business.
• Identify and develop strong, reliable, and cost-effective vendor relationships.
• Manage and support in-house shows, exhibitions, and VIP visits, and ensure statutory compliance across all locations.
• Ensure the availability of trained resources by providing necessary training inputs and ensure proper project estimation, scheduling, and adherence to deadlines.

Skills & Qualifications

• Graduation, preferably in Electrical Engineering.
• 10 to 15 years of experience in Facility Management and Administration in the manufacturing industry.
• Knowledge of regulatory requirements, Labour laws, and related statutory compliances.
• Proven experience in developing ideas and implementing change and new initiatives.
• Strong report writing and statistical analysis skills.
• Good interpersonal skills and ability to communicate at all levels.
• Excellent organisational skills.
• Ability to deliver to deadlines, multitask, and prioritise workload under pressure.
• Proficient in MS Office applications.

The Administration Manager crafts and maintains efficient daily administrative systems for a probate office, overseeing correspondence, reporting, diary management, and compliance with data protection laws while managing and delegating to the wider administration team. Working alongside the Office Manager and in coordination with HR and Health and Safety functions, this role ensures suppliers, supply levels, and office efficiency are consistently maintained in a professional, discreet, and organized manner.

Primary Duties

• Act as the first point of contact, dealing with correspondence and phone calls.
• Manage administration tasks on a day-to-day basis, delegating where appropriate.
• Compile and prepare reports, presentations, and correspondence, and create procedures and maintain office administrative systems.
• Deputise for the Office Manager to cover leave and manage diaries, organising meetings and appointments.
• Assist the organisation's HR and Health and Safety functions by keeping records up to date.
• Initiate and maintain relationships with suppliers of products and services, and maintain stationery and supply levels.
• Maintain office efficiency by planning and implementing office administration systems and check that data protection laws are adhered to in relation to data storage.

Requirements

• Strong administration, delegation, managing processes, and reporting skills within an office environment.
• Knowledge of probate is desirable but not essential.
• Advanced IT skills and proficient with Microsoft Office products.
• Ability to communicate at all levels with a good command of the English language.
• Strong organisational skills with the ability to multitask accurately and with high attention to detail.
• Pleasant, tactful, and discreet personality.
• Adaptable and flexible with a strong sense of responsibility and good problem-solving skills.

Embedded within a branch supported by a Group Operations Manager, the Administration Manager manages branch operations, new business tender preparation, and client query resolution while coordinating a team of 11 staff to ensure the timely delivery of all reporting and administrative duties. Working closely with the Associate Director, Head Office, and other branches, this role runs an efficient branch environment that enables professional client engagement and effective business development.

Job Functions

• Ensure the on-time delivery of all management, branch administrative, and reporting duties.
• Professionally engage with clients to answer queries or concerns and liaise with internal stakeholders, including Head Office and other branches.
• Manage general branch operations, including office services and staffing matters.
• Manage the new business and tender preparation process.
• Facilitate conference calls, video conferences, and meetings, and provide administrative services to support the business effectively and efficiently.

Qualifications & Experience

• Previous experience supporting at a senior administrative level.
• Experience in the strata or property industry is not essential.
• Confident self-starter with excellent communication skills and a passion for quality customer service.
• Collaborative team player with a hands-on approach to problem-solving and the ability to prioritise and juggle multiple tasks.
• Proactive with exceptional time and task management capabilities.
• Able to work independently, take ownership, and follow through on assigned tasks.
• Professional, flexible, and able to adapt to ambiguous and sometimes stressful situations with keen attention to detail.

Reporting to office leadership, the Administration Manager strengthens administrative systems and regulatory compliance oversight in a social care environment, formally supervising all administration workers and managing task allocation, hiring, and contract monitoring. Partnering with internal staff and external stakeholders, this role ensures the office is properly equipped, documents are accurate and proofread before distribution, and stationery and office tidiness are consistently maintained.

Accountabilities

• Formally supervise and manage all administration workers in the local office, including allocating tasks, evaluating, and hiring staff.
• Maintain the upkeep of offices, ensuring staff have all appropriate equipment.
• Develop, review, and improve administrative systems and oversee contract monitoring information and regulatory compliance requests.
• Actively participate in monthly supervision and proofread and edit documents before sending to stakeholders.
• Collate information for internal staff updates and monitor stationery stock levels and overall tidiness of the office.

Education & Experience

• Business Administration Qualification.
• Administration experience in an office environment.
• Experience in a social care environment.
• RSA Typing or typing speed of no less than 60 words per minute.
• Excellent working knowledge of Microsoft Office, Word, and Excel.
• Experience in utilising a range of IT programmes, establishing and maintaining database systems, and producing reports.
• Good interpersonal and communication skills.

Sitting at the intersection of finance, HR, and multi-country operations, the Administration Manager designs and manages billing, contract creation, project setup, and vendor coordination across Singapore, Philippines, Thailand, Malaysia, Korea, and China for a global organization. Operating across global management, local APAC teams, and external vendors, this role ensures the regional team reports time and expenses accurately, software licenses are procured efficiently, and HR onboarding and offboarding processes are executed compliantly.

Key Responsibilities

• Bill customers and coordinate the approval of vendor invoices.
• Assist with the creation of contracts and quotes to and from customers and vendors.
• Create new projects in the time and expense keeping system and ensure the APAC team reports time and expenses properly and promptly.
• Assist managers with time and expense approval and correction, and coordinate between global management and the local team.
• Coordinate the purchase and sale of software licenses from vendors and manage payment reminders and the dunning process for late payments.
• Assist with HR onboarding and offboarding process of new and departing team members.

Minimum Qualifications

• A bachelor's degree in Business, Economics, World Trade, or Languages an advantage.
• Business Administration experience.
• Billing experience, with finance and purchasing experience.
• Business Law knowledge and experience with contracts.
• Experience with SAP software is an advantage.
• HR and marketing experience.
• Experience working for global organisations.
• Fluent in English (speaking, reading, and writing), and proficiency in an additional language is an advantage.
• Effective communicator, strongly self-motivated, well organised, and politely assertive with strong multi-tasking skills.
• Experience living and/or studying abroad for a few years is an advantage.

A key member of the Smithton-based operations team, the Administration Manager leads a team of six to deliver quality region-wide administrative support across core and specialist areas, managing financial and procurement activities and reporting to the Business Manager. Collaborating with internal and external stakeholders through financial systems, SharePoint, and procurement channels, this role enables the organization to achieve business improvements and maintain compliant, deadline-driven financial and office management processes.

Core Functions

• Line manage a team of six, carrying out staff reporting and supporting wider staff management.
• Identify training and development needs for the administrative team and facilitate individual and team development.
• Initiate and support changes to deliver business improvements.
• Manage, monitor, and report to the Business Manager on the delivery of financial and procurement activities and oversee end-of-year financial procedures.
• Serve as the point of contact for Smithton building-related matters and manage contracts associated with office management.

Qualifications & Experience

• Experience working in an administrative role.
• Experience in managing, leading, and developing a team.
• Experience using financial systems to process customer and purchase orders.
• Experience dealing with sensitive information in line with GDPR.
• Experience in procurement or contract management and managing external and internal communication channels, such as SharePoint, desirable.
• Excellent time management and organisational skills with the ability to prioritise workload, often to tight deadlines; ability to self-manage and work on own initiative and as part of a team.
• Ability to communicate verbally and in writing with a wide range of internal and external stakeholders.

Smooth office operations and financial compliance depend on the Administration Manager, who manages day-to-day operations of the administrative department, oversees staff hiring and evaluation, and coordinates budget planning and payroll in partnership with accounting and management. Based within a corporate office environment, this role enables organizational effectiveness through the development and improvement of administrative systems, the scheduling of company-wide events, and the organized management of information and special projects toward company goals.

Day-to-Day Responsibilities

• Supervise the day-to-day operations of the administrative department and staff members.
• Hire, train, and evaluate employees, taking corrective action when necessary.
• Develop, review, and improve administrative systems, policies, and procedures.
• Ensure the office is stocked with necessary supplies and all equipment is working and properly maintained.
• Work with accounting and management to set budgets, monitor spending, and process payroll and other expenses.
• Plan, schedule, and promote office events including meetings, conferences, interviews, orientations, and training sessions.
• Collect, organise, and store information using computers and filing systems, and oversee special projects and track progress towards company goals.

Education & Experience

• Bachelor's degree in Business Administration, Management, or related field.
• Experience in management or financial reporting preferred.
• Exceptional leadership and time, task, and resource management skills.
• Strong problem-solving, critical thinking, coaching, interpersonal, and verbal and written communication skills.
• Proficiency with computers, especially MS Office.
• Familiarity with budget planning, human resources, and customer service procedures.
• Willingness to continue building skills through education opportunities.

Reporting to the Managing Director, the Administration Manager runs full-spectrum administration and human resources functions for a construction and high-end fit-out and renovation business in Hong Kong, overseeing pre-qualification, tender preparation, project contract administration, and executive assistant duties for a team of 11 staff. The project management and operations teams rely on this work to maintain accurate client and consultant communications, CAR and EC insurances, payment monitoring, and office vendor relationships across multiple concurrent projects.

Strategic Responsibilities

• Manage pre-qualification, tender preparation, coordination, and correspondence.
• Manage office relocation or renovation and liaise with tenancies.
• Oversee full spectrum of administration and human resources duties.
• Manage office vendor sourcing and relationships.
• Coordinate and support internal control and financial auditing.
• Issue quotations, invoices, and statements, follow up on payments and consolidate office and project payment monitoring to the Accounting department.
• Manage project administration, including client and consultant communications, contract administration, CAR and EC insurances, bond coordination, and procedures and policy review.
• Manage executive assistant duties, including executives' and team's travel, accommodation, and vehicle-related management.

Position Requirements

• Degree holder in any discipline, preferably in Administration.
• Minimum 8 years of working experience.
• Experience in the Construction Industry and with Main Contractors is highly preferred.
• Proficient in Adobe InDesign, Illustrator, Photoshop, and MS Office.
• Fluent in spoken and written English, Cantonese, and Mandarin.
• Well-developed problem-solving skills.

Administration Manager manages full-spectrum administrative, HR, and secretarial support for the company, including daily operations monitoring, meeting preparation, and HR policy formulation in close coordination with senior management. Success in the position means delivering quality results under tight schedules while demonstrating leadership across staff activities, ad hoc projects, and company improvement initiatives with fluency in English, Cantonese, Chinese, and Putonghua.

Operational Focus

• Provide a full spectrum of administrative, HR, and secretarial support.
• Manage and monitor daily operations administration of the company.
• Organise, schedule, and prepare meeting materials and business reports.
• Offer constructive suggestions for company improvement and problem-solving.
• Formulate HR administration policies to monitor employees' work and performance.
• Work closely with senior management following the company vision and assist in staff activities and ad hoc project assignments.

Knowledge, Skills & Abilities

• Degree holder with over 5 years of administration and human resources experience, with at least 3 years at a managerial level.
• Who with less experience will be considered as Assistant Administration Manager.
• Formal administrative secretarial training is an advantage.
• An effective leader and problem solver able to deliver quality results under tight schedules.
• Proficient in MS Word, Excel, PowerPoint, and Chinese word processing.
• Proficient in written and spoken English, Cantonese, Chinese, and Putonghua.
• Persuasive, self-motivated, with good interpersonal skills, strong integrity.
• Strong sense of responsibility and risk management.

The Administration Manager owns event planning, office renovation and maintenance, property and land-related administration, and vendor management for a multinational corporate office environment, leading the administration team to ensure all projects are delivered at a high service level. Working with internal departments and external vendors, this role enables smooth accommodation logistics, travel arrangements, and the implementation of office systems and policies that keep daily operations running efficiently.

Activities

• Manage events within the office from planning, sourcing vendors, and logistics arrangements to delivering quality service to internal and external customers.
• Manage small office renovation and maintenance.
• Maintain office efficiency by planning and implementing office systems and policies.
• Lead the administration team to ensure all projects run smoothly and are delivered at a great service level.
• Administer property and land-related matters such as purchase, sale, and leasing of offices and other premises.
• Manage accommodation logistics, travel arrangements, and vendor management regarding office needs.
• Participate in other ad-hoc administration services as required.

Requirements

• Degree holder.
• Minimum 8 years of relevant office administration experience in MNCs.
• Experience in company secretarial work, travel services, or vendor management is a plus.
• Proficient in MS Office applications.
• Good command of English, Cantonese, and Mandarin.
• Hands-on with good leadership skills, energetic.
• Able to work independently in a fast-paced environment; occasional travel required.

Embedded within a listed or sizeable company in the insurance, banking, or financial services sector, the Administration Manager manages equipment and facilities, vendor relationships, procurement functions, and all office procedures while supervising the administration team and liaising with internal departments and top management. Working closely with senior leadership, this role delivers smooth office operations through monthly reporting, budget proposals, and on-site logistics support for company events and renovation projects.

Key Responsibilities

• Establish and maintain equipment and facilities management, vendor management, and procurement functions.
• Supervise the administration team, organise, and execute their workflow.
• Prepare proposals, budgets, and monthly reports.
• Formulate general office procedures, documents, and policies, and liaise with internal departments and top management to ensure smooth office operations.
• Assist in other ad hoc projects, such as office renovation, and provide logistics and on-site support for company events as necessary.

Professional Experience

• Bachelor's Degree or above.
• Minimum 8 years of relevant working experience from a listed or sizeable company.
• Previous exposure in Insurance, Banking, or Financial Services is highly preferred.
• Good command of English, Mandarin, and Cantonese.
• Proficient in MS Office, including Word, Excel, and Chinese Word Processing.
• Great leadership, communication, and interpersonal skills.
• Strong stakeholder management skills at senior levels.
• Self-motivated, flexible, fast-paced, well-organised, detail-oriented, and able to multitask.

Reporting to the Senior Administrative Director, the Administration Manager shapes clinical administrative operations at Home Base by directly supervising three Administrative Coordinators, a Staff Assistant, and a pool of three Patient Service Coordinators across the Outpatient Clinic, Intensive Outpatient Program, and Family Services. Partnering with ICP and OPC Co-Directors, Social Work, and Outreach Directors, this role ensures scheduling efficiency, JCAHO and HIPAA compliance, accurate clinical dashboards, and effective credentialing and billing processes that support the delivery of mental health care.

Delivery Expectations

• Assist the Senior Administrative Director with the establishment and implementation of systems and procedures.
• Supervise a team of three Administrative Coordinators, a Staff Assistant, and three PSCs.
• Work closely with Hospital departments to ensure consistency and quality of practice access for clinicians, staff, and patients, ensuring compliance with JCAHO, OSHA, HIPAA, and Hospital guidelines.
• Establish and monitor monthly clinical program dashboards, ensure regular collection of program data, and facilitate strategies for improvement.
• Provide support in preparing and presenting clinical staffing models to ensure efficient care and project accurate staffing needs for future initiatives.
• Oversee group practice and third-party credentialing and enrollment issues and ensure adequate staffing for all clinical areas, including cross-coverage and leave.
• Assist with recruitment of professional staff and coordinate provider credentialing and managed care applications.
• Review fee schedules relative to marketplace third-party reimbursements and support oversight of Home Base billing practices and processes.
• Participate in program-wide initiatives and special projects as assigned.

Education & Experience

• Bachelor's degree required, Master's degree preferred.
• Practice Management experience strongly preferred.
• Knowledge of mental health operations is helpful but not required.
• Strong interpersonal and leadership abilities.
• Ability to provide support, direction, and development to staff.
• Ability to communicate effectively both orally and in writing and present confidently before physicians and support staff.
• Takes initiative to problem-solve.
• Able to work independently and skilled in delegating when needed.

Sitting at the intersection of energy efficiency compliance and operational reporting, the Programme Administration Manager coordinates ECO measure submissions, three-month forecasting with Operations, Finance, and Sales Managers, and multi-skilled team resourcing to meet programme targets and minimize errors. Operating across the Energy Efficiency Contracts Manager relationship, the business Risk and Issue Log, and direct reports through regular coaching and 1-to-1s, this role ensures LTS forecast accuracy and sustained compliance with ECO and energy efficiency reporting requirements.

Core Functions

• Ensure all staff members within the team are multi-skilled so that various reporting tasks are covered and one-off projects are resourced and coordinated.
• Ensure ECO measures are submitted in a timely and compliant manner, keeping error rates to a minimum and closing out all errors quickly.
• Work with Operations, Finance, and Sales Managers to provide a three-month forecast to the Energy Efficiency Contracts Manager weekly.
• Ensure the LTS forecast is as accurate as possible and analyze to provide process improvements.
• Carry out line management duties including regular 1-to-1s, interim and final review meetings, training, coaching, and direction to direct reports.
• Assess risks and issues during weekly meetings, update the business Risk and Issue Log, and maintain appropriate controls and procedures.

Required Qualifications

• Knowledge of ECO compliance and Energy Efficiency reporting requirements.
• Knowledge of the process of installing energy efficiency measures and the constraints and opportunities of site work.
• Knowledge of Energy Solutions procedures and controls.
• Experience managing teams, including planning and scheduling of workloads.
• Experience in training, coaching, and delegation skills.
• Excel or Google Sheets expertise.

A key member of the project administrative and project management team, the Administration Manager leads invoicing, job costing, and purchase order reconciliation from project initiation through to closing while coordinating with field technicians, project managers, directors of operations, and the CFO. Collaborating across customer accounts and internal leadership, this role ensures timely, accurate billing, bi-weekly work-in-progress reporting, and administrative oversight that supports field technicians and entry-level project administrators throughout project delivery.

Performance Expectations

• Provide administrative support to field technicians and communicate and coordinate with project managers, directors of operations, area managers, customers, and upper management.
• Manage invoicing, timesheet approvals, and internal and customer purchase order reconciliation.
• Manage jobs from start to finish by acknowledging POs, internal job set-up, daily progress tracking, invoicing and collections, customer updates, and job closing.
• Manage job costing and generate internal customer work-in-progress reports bi-weekly.
• Work directly with the CFO regarding change orders, changes in projected GP, and job costing.
• Assist with general reception and administrative duties and provide training and oversight to entry-level project administrators.

Skills & Qualifications

• Bachelor's degree in construction management, business, finance, accounting, or related field preferred.
• Experience in the services industry relevant to the tasks described.
• Strong proficiency in Microsoft Word, Excel, and Outlook.
• Basic understanding of project management methods and timelines.
• Proactive problem-solving skills.
• Detail-oriented and organised.
• Highest level of professionalism with well-developed interpersonal and communication skills, both oral and written.

Consistent, high-quality office operations and EU project coordination depend on the Administration Manager, who manages bookkeeping, facility operations, people administration, reception, and web and social media communications across a multi-function office environment. Serving as the central point of contact for supplies, guest access, company events, and board meetings, this role enables efficient daily operations through structured, detail-oriented management of accounting software, vendor scheduling, and organizational communications in both Danish and English.

Work Activities

• Manage bookkeeping, travel reporting, and follow-up of expenses in the accounting system.
• Coordinate and report for EU projects.
• Manage people administration, including access cards, parking, and absence reporting.
• Update the web and social media and carry out other communication tasks.
• Manage facility operations, including control of cleaners, coordination of craftsmen, scheduling and ordering equipment service, and alarm systems.
• Order and manage supplies for offices, labs, and the kitchen.
• Manage the reception function, including answering the phone, receiving deliveries, and managing guest and supplier access.
• Organise company and employee events, including board meetings.

Requirements

• Experience with Microsoft Office applications and IT systems in general.
• Experience with accounting software such as Visma e-conomic or equivalent.
• Ability to communicate effectively in Danish and English, both written and oral.
• Structured work approach with attention to detail.
• High degree of personal drive and integrity.
• Motivated and motivating team player.