WHAT DOES AN ADMINISTRATION MANAGER DO?

Published: Nov 06, 2024 - The Administration Manager is tasked with the recruitment, orientation, training, and supervision of administrative staff while setting departmental goals, policies, and procedures to optimize operations. This position manages office supplies, maintains facility standards, and oversees equipment and systems repair to ensure a safe, efficient workplace. Additionally, this role handles clerical duties, coordinates structural changes within the department, and leads various projects, including updating client-specific documents and AutoCAD drawings.

A Review of Professional Skills and Functions for Administration Manager

1. Admin Manager Duties

  • Budget Management: Develop, monitor, and maintain annual budgets, working with the CIO, IT department managers, and various accounting personnel.
  • Invoice Monitoring: Monitor the flow of invoices, contracts, and Statements of Work to ensure they align with proposed budgets.
  • Purchase Order Management: Manage purchase orders, invoicing, and payment processes.
  • Accrual Coordination: Coordinate with accounting to ensure appropriate accruals and tracking to budget.
  • Contract Facilitation: Facilitate the development and processing of contracts, agreements, and Statements of Work, liaising with consultants, vendors, and legal counsel to ensure accuracy, adequacy, and timely processing.
  • Obligation Tracking: Monitor, track, maintain, and manage recurring annual obligations, including contracts, security and system certificates, auto-renewing agreements, and security certifications.
  • Renewal Negotiation: Ensure timely renewals or cancellations and negotiate costs and terms.
  • Membership Coordination: Coordinate with membership to manage the flow and completion of membership contract security and privacy requirements.
  • Stakeholder Liaison: Serve as a liaison between staff, consultants, vendors, legal counsel, etc., and senior management, communicating needs and concerns so matters can be handled expeditiously.
  • Process Standardization: Develop and manage standardized administrative processes for the department, including yearly budget audits, etc.
  • Record Keeping: Provide historical reference by developing and utilizing filing and retrieval systems for the department and others throughout the organization, maintaining accurate records.
  • Project Assistance: Assist the CIO with new projects.
  • HR Facilitation: Drive and facilitate critical HR needs relating to compensation and benefits, recruitment, and employee engagement.
  • Manpower Management: Responsible for manpower management, timely recruitment, and selection of qualified hires for open positions.
  • Policy Review: Review, update, and implement organizational policies and procedures as necessitated by organizational needs.

2. Administration Manager Details

  • Training & Onboarding: Assist in training and onboarding all new members of the team, including familiarizing and briefing them on the company’s policies, standard operating procedures, and processes.
  • Payroll Assistance: Assist the Human Resource Manager in preparing monthly payroll for all employees, including keeping records of absences, annual leave, medical leave, and all other categories of leave permitted under the company’s policies, as well as payment of EPF and SOCSO.
  • Office Maintenance: Ensure all utilities, stocks, servicing, and maintenance of the office and its equipment are kept up to date and not in arrears, as well as dealing with contractors and suppliers.
  • Office Services Management: Maintain office services, including organizing office operations and procedures, controlling correspondence, and designing filing systems to be regularly updated.
  • Accreditation Compliance: Ensure all documentation, policies, and procedures related to HALAL and HACCP accreditation are maintained and updated, advising the Chief Operations Officer on the latest requirements prior to, during, and after inspections to ensure the company’s accreditation is renewed smoothly and timely.
  • Expatriate Management: Responsible for expatriate management activities.
  • Disciplinary Guidance: Assist in inquiries concerning disciplinary guidelines, procedures, and other related matters.
  • Procurement Policies: Ensure office-related policies and processes are in place regarding office supplies procurement, travel, expense claims, etc.
  • Operational Strategy Design: Design and review operational strategies for the Admin Department based on business needs to provide the best available administrative services for the company.
  • Policy Implementation: Ensure full implementation of policies and procedures from both HQ and the Regional Office at the local level, and ensure full compliance with internal processes and external policies within the Admin Department.
  • Asset Oversight: Oversee administrative expenditures and company assets.
  • Budget Management: Budget and control all platform expenses for cost-efficiency purposes.
  • Procurement Liaison: Liaise and engage with procurement on supplies for the Admin Department while ensuring full compliance with policies and procedures.

3. Administration Manager Responsibilities

  • Recruitment & Training: Responsible for recruiting, selecting, orienting, and training administrative staff.
  • Goal Coordination: Initiates and coordinates goals, deadlines, and projects for the department.
  • Staff Supervision: Supervises administrative staff by communicating job expectations, appraising job results, and providing guidance in achieving departmental objectives.
  • Policy Development: Sets policies and procedures for training, coaching, counseling, and career development for staff.
  • Operational Improvement: Develops and implements policies and procedures to improve the operations and functions of the department.
  • Office Supply Management: Monitors and procures necessary office supplies.
  • Facility Management: Ensures a safe, secure, and well-maintained facility that meets environmental, health, and security standards.
  • Equipment Oversight: Manages the renewal, maintenance, and repair of machinery, equipment, and electrical and mechanical systems.
  • Administrative Support: Supports the business in general admin and IT matters as needed.
  • Performance Management: Manages staff performance and structural change within the Admin Department.
  • Project Coordination: Leads and coordinates various ad hoc projects.
  • Document Development: Develops and updates client-specific documents (e.g., quotations, AutoCAD drawings, etc.).
  • AutoCAD Adjustments: Adjusts current AutoCAD drawings and recommends changes based on understanding and knowledge of the project.
  • Clerical Duties: Conducts clerical duties, including filing, full office management, responding to emails, and preparing documents.
  • Vendor Management: Orders and maintains office supplies and maintains vendor relationships with all office suppliers.
  • Maintenance Coordination: Works with outside vendors to coordinate upkeep and office maintenance.

4. Administration Manager Job Summary

  • Account Management: Opening and maintaining current accounts for corporate clients.
  • Client Support: Providing clients with superior and professional service, support, and follow-up for operational requests.
  • Business Insight: Displaying a strong understanding of each client’s business model to effectively promote and upsell Unlimint's solutions, maintain the growth of the existing portfolio, and help clients optimize payment account activities.
  • Data Entry: Inputting data in the internal system and opening current accounts for customers (corporate and retail), informing customers about account openings.
  • Client Communication: Informing clients via the internal system about holidays, amendments in Terms and Conditions, and Fees and Charges, etc.
  • Document Updating: Updating the internal system upon receipt of current identification documents, POA, and licenses.
  • Card Account Management: Opening card accounts, ordering and dispatching payment cards, and informing customers about card account openings and card issuance.
  • Audit Support: Providing information upon request from clients’ auditors (audit reports), preparing certificates, reference letters, and statements as per customer requests.
  • Account Closure: Closing current and/or card accounts in the internal system and sending relevant confirmations to the customers.
  • Administrative Support: Providing a full spectrum of administrative support to the law firm.
  • Team Supervision: Supervising the office admin team, including the receptionist, admin assistants, and tea lady, ensuring smooth daily operations of the office.
  • Policy Development: Reviewing, formulating, and implementing administration policies and procedures.
  • Vendor Coordination: Conducting new vendor research, requesting information, requesting proposals, and coordinating final vendor selection among stakeholders.

5. Mortgage Administration Manager Accountabilities

  • Loan File Management: Deliver closed loan files to secondary market investors, clearing any exceptions/stipulations to ensure timely purchase.
  • Fee Processing: Pay guarantee fee, UFMIP, funding fee, and obtain Loan Note Guarantee, Mortgage Insurance Certificate, and Loan Guarantee Certificate on government loans.
  • Quality Control Fulfillment: Fulfill Quality Control requests from investors, mortgage insurance companies, and auditors, responding to any findings.
  • Liaison Support: Act as a liaison for Third Party Originators (TPO) and administer support for TPO Connect.
  • TPO Loan Oversight: Oversee all facets of incoming TPO loans, including systems maintenance, note certification, and review of closed loans for purchase; prepare and issue credit memos and purchase advices.
  • Report Generation: Generate various daily, weekly, and monthly reports.
  • Compliance Review: Serve as backup to review loans and closing disclosures prior to closing for compliance with TRID requirements and accuracy of data.
  • Certification Maintenance: Obtain and maintain MERS Signing Officer Certification.
  • Loan Modification Processing: Process Loan Modification Agreements.
  • Support Coverage: Provide coverage and support when Mortgage Loan Opening and Post Closing Coordinators are absent to ensure minimal interruption of customer service and to meet deadline and service standard expectations.
  • Procedure Development: Develop new and update current procedures to improve efficiency and ensure quality within the Mortgage Processing and Closing department function.
  • Workflow Collaboration: Collaborate with the Mortgage Processing Officer to effectively manage efficiencies and workflow of Mortgage Loan Opening and Post Closing Coordinators.
  • Team Collaboration: Collaborate and work effectively with other members of the management team, members of the Mortgage Team, and other ENB employees.
  • Coaching & Guidance: Provide ongoing coaching to Mortgage Loan Opening and Post Closing Coordinators and offer guidance and direction for performance concerns.
  • Job Description Management: Write and update job descriptions.
  • Regulatory Knowledge: Maintain professional-level knowledge of legal requirements and state and federal regulations that impact mortgage operations and functional responsibilities.
Relevant Information
What Does An Administration Coordinator Do?
What Does An Administration Executive Do