Manager

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IOL CHEMICALS AND PHARMACEUTICALS LIMITED              JOB DESCRIPTION

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Job Summary:

The Manager - Administration is responsible for the efficient management of the organization’s administrative functions, including facilities, budgeting, vendor and contract management, compliance, risk management, event planning, transportation, security, and mess operations. This role requires a proactive leader who can oversee multiple areas, ensuring that all administrative processes run smoothly, effectively, and in alignment with organizational goals.

Key Responsibilities:

1. Administrative Management

• Oversee day-to-day administrative operations to ensure efficiency and effectiveness across the organization.
• Develop and implement administrative policies, systems, and procedures to streamline processes.
• Supervise administrative staff, providing direction, training, and performance evaluation.
• Maintain a welcoming and productive work environment by ensuring that all office operations are running smoothly.

2. Facilities Management & Infrastructure Management

• Manage the maintenance and upkeep of office facilities, ensuring a safe, clean, and secure working environment.
• Coordinate with facility management services for repairs, maintenance, and office improvements, including electrical systems, DG (diesel generators), air conditioning, and AMCs (Annual Maintenance Contracts).
• Optimize space utilization and office layout to enhance operational efficiency.

3. Transportation Management

• Oversee the management of company transportation, including vehicles, drivers, and related logistics.
• Ensure the availability, safety, and maintenance of company vehicles.
• Implement efficient transportation scheduling to meet the organization’s operational needs.

4. Security and Safety Management

• Develop and implement safety and security policies to ensure the safety of employees, visitors, and company assets.
• Coordinate with security service providers to maintain a secure and safe working environment.
• Conduct regular security audits and address any identified vulnerabilities.
• Oversee the management of electrical, fire safety systems, and other security-related equipment.

5. Mess Management

• Oversee the operations of the staff mess, ensuring the provision of high-quality food and services.
• Ensure compliance with health and safety regulations in the kitchen and dining areas.
• Manage the mess budget, including procurement of food supplies and management of catering staff.

6. Budgeting

• Prepare and manage the administrative department’s budget, ensuring effective allocation of resources.
• Monitor expenses and implement cost control measures without compromising on service quality.
• Provide regular budget reports to senior management, highlighting variances and suggesting corrective actions.

7. Vendor and Contract Management

• Identify, negotiate, and manage contracts with external vendors and service providers.
• Build and maintain relationships with suppliers, ensuring high-quality service delivery.
• Monitor vendor performance and ensure adherence to contract terms and conditions.

8. Compliance and Risk Management

• Ensure that all administrative operations comply with legal and regulatory requirements.
• Identify potential risks within the administrative functions and develop strategies to mitigate them.
• Maintain records and documentation required for compliance audits and inspections.
• Liaise with government authorities for permits, licenses, and other regulatory requirements.

9. Event Management

• Plan and organize internal events, meetings, and conferences, ensuring all logistical details are handled efficiently.
• Collaborate with relevant departments to support external events, liaising with vendors and stakeholders as needed.
• Ensure events are executed within budget and in line with organizational objectives.

10. Communication Management

• Oversee the management of internal communication systems, including office telephone lines, and other communication tools.
• Ensure efficient coordination and communication across departments, fostering smooth administrative operations.

Qualifications and Skills:

• Education: Bachelor’s degree in business administration, Management, or a related field. A master’s degree is preferred.
• Experience: Minimum of 8-10 years of experience in administrative management, with at least 5 years in a supervisory or managerial role.
• Skills:
  • Strong leadership and organizational skills.
  • Excellent communication and interpersonal skills.
  • Proficiency in office management software and tools.
  • Strong budgeting and financial management skills.
  • Ability to handle multiple tasks and priorities in a fast-paced environment.
  • Knowledge of legal and regulatory compliance requirements.
  • Experience in vendor negotiation and contract management.
  • Familiarity with facilities, security, and event management best practices.