Office Admin Manager

Office Admin Manager

Purpose of the Role:

The Office Admin Manager is integral to the seamless operation of A Life By Design Group. This role ensures efficient administrative processes, optimal resource management, and proactive team support. By overseeing office operations, inventory management, and logistics coordination, the Office Admin Manager contributes significantly to the company’s success in delivering high-quality interior design projects.

Key Responsibilities

Office Administration & Coordination:

1. Maintain accurate office records, documents, and correspondence to ensure accessibility and compliance.
2. Plan and manage office schedules, including meetings, appointments, and team calendars.
3. Oversee the upkeep of office spaces by coordinating with vendors and contractors for timely maintenance and repairs.
4. Manage mail, courier services, and document preparation, ensuring efficient handling and timely distribution.
5. Maintain a robust database of vendors, suppliers, and partners for project-related needs.
6. Oversee and manage petty cash, ensuring accurate tracking and compliance with company policies.

Procurement and Inventory Management:

1. Lead procurement efforts, ensuring office supplies and materials are available when needed.
2. Manage the inventory of materials, tools, and office supplies by tracking stock levels, organising storage, and coordinating replenishments proactively.
3. Collaborate with team members to ensure materials are sourced and delivered in alignment with project timelines.
4. Assist in administrative processes for purchasing and shipping, including preparing orders, tracking shipments, and liaising with vendors to address any issues promptly.

Team and Leadership Support:

1. Provide direct support to leadership by preparing agendas, recording meeting minutes, and tracking follow-ups.
2. Assist with logistics for team members, including arranging travel, accommodation, and site visit schedules.
3. Foster a positive work environment by organising team events, workshops, and celebrations.

Project Support & Logistics Coordination:

1. Assist in project logistics, such as coordinating the delivery of materials, monitoring deadlines, and ensuring timely project execution.
2. Serve as a liaison between internal teams and external partners to ensure smooth collaboration and communication.

Operational Improvements and Strategic Contributions:

1. Identify areas for operational improvement and implement changes to enhance efficiency.
2. Collaborate with leadership to develop and enforce policies that optimise workflows and administrative systems.
3. Monitor budgets related to office administration, procurement, and logistics, ensuring cost efficiency and alignment with company objectives.

Ad-Hoc Responsibilities:

1. Take on additional tasks as needed to address the evolving needs of the business.
2. Adapt to dynamic requirements, ensuring operational efficiency and team support in high-demand situations.

Requirements and Skills:

• Diploma or degree in Business Administration, Office Management, or related fields.
• Minimum of 5 years of experience in office administration, with at least 2 years in a leadership or managerial role.
• Background in the interior design, creative, or architectural industry is a strong advantage.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and other relevant software tools.
• Excellent verbal and written communication skills to facilitate professional interactions and correspondence.
• Strong organisational and time management skills with the ability to prioritise tasks effectively.
• Proactive and resourceful approach to problem-solving, with a focus on meeting deadlines and ensuring quality.
• Demonstrated leadership abilities, including mentoring and motivating team members.
• Detail-oriented and capable of maintaining accuracy even under tight deadlines.
• Adaptability to work in a dynamic and creative environment.
• Professional discretion when handling sensitive and confidential information.

Working Conditions:

• Full-time role with standard office hours (e.g., Monday to Friday, 9 AM - 6 PM).
• Competitive salary ranging fromSGD 3,500 to SGD 4,500, based on qualifications and experience.
• Opportunities for professional growth and development in a collaborative, creative environment.