Administration Manager

Job Summary:

The Administration Manager is responsible for overseeing and coordinating the daily functions of operations, administration, customer service, procurement, and warehouse management. This role ensures effective implementation of processes, adherence to company policies, and supports the overall operational goals of the business.

Key Job Functions and Responsibilities:

1. Administrative Management

• Manage and direct the day-to-day operations and administrative functions.
• Oversee the smooth functioning of customer service, installations, warehouse, and general office administration.
• Develop, implement, and maintain standard operating procedures (SOPs) for efficient operations.
• Ensure compliance with company policies and administrative processes.
• Identify challenges and opportunities for improvement and drive corrective action plans.
• Coordinate with internal departments to ensure operational alignment.
• Provide ongoing support and guidance to staff across all operational and admin areas.
• Assist in employee performance management processes.
• Monitor and control expenditure in line with budgetary provisions.
• Maintain clear documentation of all operational and administrative processes.

1. Finance and Reporting Support:

• Liaise with the finance team to meet monthly reporting and billing deadlines.
• Ensure accurate and timely submission of procurement and stock-related financial information.

1. Customer Service Oversight:

• Build and maintain positive customer relationships by resolving complaints promptly.
• Ensure customer service delivery meets company standards and expectations.
• Support and guide customer service representatives to improve service quality.

1. Procurement and Inventory Control:

• Supervise procurement functions to ensure timely availability of required stock.
• Maintain up-to-date supplier records and manage supplier relationships.
• Oversee inventory management across the division to ensure accuracy and stock availability.
• Conduct regular stock takes and ensure alignment with inventory records.
• Plan, organize, and control activities related to the procurement and inventory function.

1. Team Leadership and Communication:

• Work closely with the Sales and Technical Managers.
• Lead and support admin and operational staff to achieve departmental objectives.
• Conduct regular team meetings to ensure alignment, share updates, and address concerns.
• Ensure team adherence to SOPs and administrative protocols.

Qualifications and Experience:

• National Diploma or Degree in Business Administration, Operations Management, or related field (preferred).
• Minimum 5 years experience in an operations and/or administrative management role.
• Proven ability to manage cross-functional teams, procurement, and inventory control.

Skills and Competencies:

• Strong organisational and administrative skills.
• Excellent leadership and team management abilities.
• Effective problem-solving and decision-making capabilities.
• High attention to detail and accuracy in reporting and documentation.
• Strong interpersonal and communication skills.
• Ability to multitask and perform under pressure.
• Proficient in Microsoft Office Suite (Excel, Word, Outlook) and inventory/procurement systems (experience with BPO an added advantage.