Administrative Manager

Responsibilities Administrative Operations & Office Management Oversee day-to-day office operations across all divisions (offices, facilities, equipment maintenance, supplies). Supervise administrative staff; assign tasks, coach, monitor performance, and ensure adherence to policies. Maintain inventory of office supplies; procure materials and services cost‑efficiently. Ensure facility management (cleaning, safety, utilities) is maintained to workplace standards. Policies, Processes & Compliance Develop, review, and update administrative policies and procedures to reflect company growth and regulatory requirements. Ensure compliance with UAE laws/regulations relevant to operations, facilities, employment, data protection, health & safety. Coordinate with legal / external entities (e.g. authorities, building management, service contractors) as needed. Budgeting & Cost Control Prepare and monitor budgets for administrative functions. Monitor and report office‑related expenses; identify cost‑saving opportunities. Negotiate contracts with vendors and service providers to ensure value for money. Communication & Coordination Serve as liaison between administrative department and other functions (Manufacturing, Trading, HR, Finance, etc.). Ensure timely internal communication of administrative updates: new procedures, interruptions, facility or supply issues. Coordinate meetings, travel, and events (company meetings, training sessions, etc.). Projects & Special Initiatives Lead or support administrative projects: office expansion, facility upgrades, technology / systems implementations connected to administration. Implement improvements to office systems, workflows, filing/document management (paper & digital). Vendor & Stakeholder Management Manage relationships with external vendors (suppliers, maintenance, service contracts). Oversee contracts, ensure SLAs / service levels are met. Work with authorities, landlord, and facility-management bodies as required. People Management & Team Leadership Recruit, train, and develop members of the admin team. Set clear objectives; conduct performance feedback and appraisals. Promote a positive work culture focused on service, accuracy, responsiveness, and teamwork. Health, Safety, Environment (HSE) & Security Ensure administrative aspects of HSE are managed: office safety, emergency procedures, first‑aid preparedness, etc. Oversee security protocols for premises, assets, and information. Educational Qualifications: Bachelors degree in business administration, Management, or related field; advanced degree preferred. Professional Certifications: Certified Administrative Professional (CAP) - IAAP, Certified Office Manager (COM) - IOFM, Facilities Management Professional (FMP) - IFMA (preferably) Years of Experience: 7+ years of administrative / office management experience, ideally in a manufacturing or trading environment. Industry/Domain Experience: Strong understanding of UAE regulations, facility management, and vendor contracting. Technical Skills Required: MS Office (Excel, Word, PowerPoint), HRIS knowledge, basic payroll/attendance systems, Document management systems, vendor and contract management tools, budgeting and cost-control skills, facility and asset management systems, Health, Safety & Compliance awareness Behavioral/Soft Skills: Should demonstrate strong leadership and team management abilities, with excellent communication skills to work effectively across multicultural teams. The role requires a proactive problem-solver who can make sound decisions, prioritize tasks, and manage time efficiently in a fast-paced environment. Attention to detail, adaptability, and flexibility are essential, along with interpersonal skills to build positive relationships at all levels. Integrity and the ability to handle confidential information with discretion are critical to success in this position. Companies the candidates should have worked with: Ideal candidates should have prior experience with reputable trading, manufacturing, or multinational companies, preferably in the UAE, where they managed administrative operations across multiple divisions. Experience in industries with structured processes, vendor management, and compliance, such as engineering, logistics, or industrial services, would be an added advantage. #J-18808-Ljbffr