Equentis - Manager - Administration

Key Responsibilities

- Oversee and manage the daily operations of the administrative team, ensuring smooth functioning of office services and tasks.

- Provide direct administrative support to senior leadership, including managing schedules, organizing meetings, and preparing documents.

- Act as the point of contact for all office-related inquiries, requests, and issues.

- Maintain office supplies inventory and place orders when necessary; ensure office equipment and technology are in good working order.

- Coordinate and manage office-wide events, meetings, and conferences.

- Team Leadership and Supervision

- Supervise and provide guidance to administrative staff, ensuring tasks are completed - accurately and efficiently.

- Provide training and mentorship to new administrative employees.

- Develop and implement workflows, processes, and procedures to optimize team performance.

- Conduct performance reviews and assist in developing career growth plans for administrative staff.

Facilities Management:

- Oversee the maintenance and upkeep of office facilities, ensuring a clean and safe working environment.

- Liaise with external vendors and contractors for maintenance, repairs, and office supplies.

- Coordinate office moves, seating arrangements, and space planning as required.

Documentation and Reporting:

- Maintain accurate records of office activities, expenditures, and other relevant documentation.

- Assist in preparing and maintaining reports, presentations, and other materials for senior leadership and key stakeholders.

- Ensure compliance with company policies, safety standards, and other relevant regulations.

Process Improvement:

- Identify areas for process improvement in administrative operations and implement solutions to increase efficiency and productivity.

- Work with senior management to streamline administrative procedures and improve team workflows.

Confidentiality and Compliance:

- Handle sensitive information and documents with discretion and confidentiality.

- Ensure compliance with company policies and legal requirements related to administrative functions.

Special Projects:

- Lead or participate in special projects as required by management, including office relocations, system upgrades, and organizational changes.

- Assist in developing and implementing new administrative systems or technologies.

Qualifications:

Education: Master's degree in Business Administration, Office Management, or related field (preferred).

Experience:

- Minimum of 8+ years in an administrative role, with at least 4-5 years in a supervisory capacity.

- Proven experience managing office operations and facilities.

- Strong background in supporting senior management and cross-functional teams.

Skills:

- Excellent organizational and time-management skills with the ability to prioritize tasks effectively.

- Strong verbal and written communication skills.

- Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and office management software (project management tools, scheduling software)