Admin Manager

We are looking for an experienced and dynamic Admin Manager to oversee the administrative operations of Alpago group, including the management of internal staff, coordination of office activities, and the successful execution of internal events. The Admin Manager will work closely with the internal teams to ensure alignment with company goals, supervise the day-to-day functioning of the office, and foster a productive, efficient, and positive work environment.

Key Responsibilities:

1. Event Coordination & Management:
   • Collaborate with the marketing team to design, plan, and execute internal and external company events, conferences, workshops, and team-building activities.
   • Manage event timelines, coordinate logistics (e.g., venues, catering, transportation, equipment), and ensure events are carried out seamlessly and within budget.
   • Work with internal stakeholders to identify event objectives and ensure the event meets company standards and enhances employee engagement or brand visibility.
   • Organize virtual events and webinars when required, ensuring smooth technical execution.
   • Source and manage external vendors, venues, and contractors to deliver high-quality services for events.
   • Develop and manage event budgets, track expenses, and report on event performance.
2. Staff Management & Supervision:
   • Supervise the internal administrative team, including office staff, drivers, and other support personnel, ensuring they are well-trained, motivated, and aligned with company objectives.
   • Manage daily operations and workflows to ensure the office runs efficiently, assigning tasks and responsibilities, and ensuring deadlines are met.
   • Provide regular feedback, coaching, and performance evaluations to internal staff, helping to foster a high-performance culture.
   • Resolve employee issues or conflicts in a timely and effective manner, ensuring a positive work environment.
   • Organize regular team meetings, ensuring staff are informed about company goals, upcoming events, and expectations.
   • Ensure internal staff compliance with office policies and procedures.
3. Office Management & Operations:
   • Oversee office supplies, equipment, and facilities management, ensuring the workplace is well-equipped and maintained.
   • Develop and maintain systems for managing office-related documents, ensuring organization and easy retrieval.
   • Monitor office cleanliness and organization, ensuring a safe and welcoming environment for all employees and visitors.
   • Act as the point of contact for office-related issues, addressing any operational challenges or concerns.
   • Coordinate employee attendance, manage schedules, and track vacation or leave requests for internal staff.
   • Assist in implementing health and safety protocols and ensure that all regulations are adhered to within the office space.
   • Negotiate and manage relationships with office suppliers, service providers, and event-related vendors.
   • Maintain an up-to-date database of vendors and contractors, tracking performance, contracts, and service agreements.
   • Ensure timely procurement of resources (e.g., office supplies, event materials) and manage cost-effectiveness.
4. Internal Communication & Coordination:
   • Act as a liaison between different departments to ensure smooth communication and coordination regarding administrative needs and event requirements.
   • Ensure that employees are informed about upcoming events, deadlines, or administrative changes.
   • Prepare and distribute internal newsletters or announcements regarding office events or company updates.
5. Performance Monitoring & Process Improvement:
   • Continuously evaluate internal administrative processes, identifying inefficiencies or areas for improvement and recommending solutions.
   • Set performance metrics for internal staff and monitor progress to ensure high productivity and morale.
   • Implement best practices in administrative management, streamlining workflows, and optimizing resources.
   • Ensure that all events and administrative processes align with company policies and overall objectives.
6. Budgeting & Financial Management:
   • Assist with budgeting for administrative expenses, including office supplies, events, and staff-related costs.
   • Track and report on budget performance, providing insights into cost-saving opportunities.
   • Ensure cost-efficiency in the execution of events and day-to-day operations while maintaining quality standards.
7. Reporting & Documentation:
   • Maintain and update records for internal events, office operations, and vendor contracts.
   • Prepare regular reports on office performance, event outcomes, and staff performance, presenting findings to senior management.
   • Keep an up-to-date inventory of office equipment and supplies, and track usage to forecast future needs.
   • Support employee engagement initiatives, ensuring a positive and inclusive workplace culture.
   • Assist in the planning and execution of wellness programs, team-building activities, and celebrations.
   • Ensure that office events contribute to employee morale, retention, and overall satisfaction.

Qualifications and Skills:

1. Experience:
   • 8-10 years of experience in office management, administrative roles, or event coordination, with at least 4-5 years in a leadership or supervisory position.
2. Leadership and People Management:
   • Proven ability to manage, motivate, and support a diverse administrative team. Strong interpersonal skills with the ability to resolve conflicts and provide constructive feedback.
3. Event Planning & Execution:
   • Experience in organizing internal events, corporate gatherings, or team-building activities from start to finish, ensuring alignment with company goals.
4. Organization and Time Management:
   • Exceptional ability to prioritize tasks, manage multiple projects simultaneously, and work efficiently under tight deadlines.
5. Communication Skills:
   • Strong written and verbal communication skills. Ability to interact effectively with internal teams, senior management, and external vendors.
6. Problem-Solving:
   • Proactive, resourceful, and capable of resolving operational issues as they arise.
7. Tech-Savvy:
   • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and familiarity with project management and event planning tools. Knowledge of office management software or platforms is a plus.
8. Budget Management:
   • Experience in managing budgets for office operations and events.
9. Flexibility:
   • Ability to work outside regular office hours when necessary to support event logistics or special projects.

Education:

• Bachelor's degree in Business Administration, Management, Event Planning, or a related field preferred.