Occupation Description
The role of Administration Assistant Manager coordinates CED’s administration system and general workflows. He / She ensures daily office tasks such as record keeping, mail distribution, transportation and other office support services are completed seamlessly.
Job Scope
Administrations
- Plan and coordinate administrative procedures and systems and devise ways to streamline processes for maximum efficiency.
- Coordinate and manage office building ancillary support services, to coordinate with the procurement unit on local purchases of stationery, equipment, buffet supplies and other company business-related purchases.
- Review and approve the selection and purchase of all office-related supplies on the SAP system.
- Travel process for Staff including (Travel agencies contracts, Air Tickets booking and Accommodation reservations).
- Mailroom functions, Courier and postal services.
- Office space arrangements.
- Manage and oversee the daily operation of stores, asset management and other relevant areas.
- Seasonal summer operation arrangements like accommodation, car rentals and sales branch relevant operations.
- Follow up and manage CED’s branches' Buffet Consumption, Water Consumption, Electricity Consumption, Equipment Maintenance, Furniture Maintenance, Asset Log Sheet and the required Water & Sewage services.
- Establish a Printers’ Maintenance Contract.
- Oversee CED Telecommunication (DSL invoices and contractual – Vodafone invoices – Orange invoices).
- Arrange for printing Supplies like Business Card and Marketing Supplies.
- Budget controller and putting the required budget for the upcoming year.
- Report all admin expenses.
- Make a quarterly asset inventory report, review the asset log sheet for each branch and asset movements between branches and warehouse, and finalize the required asset transfer as per company policy.
Fleet Operations
- Follow up on the vehicles’ required and periodical maintenance.
- Follow up on the renewal of cars’ licenses.
- Review and follow up on vehicles’ movement tracking & expenses.
- Review all Car Insurance policy conditions and get the best rate from insurance companies.
- Follow up and trace CED’s fuel consumption.
- Provide efficient transportation assistance to company employees, managers, directors, C-levels, etc. as per the company policy and oversee the fleet team.
- Ensures effective & timely registration, insurance and renewal of all the company vehicles… etc.
- Arrange and coordinate with the head of departments for CED’s car replacement and renovations.
- Monthly and quarterly reports for fleet expenses, fuel consumption and mileage.
Education and Most Common Work Experience Requested
- Bachelor’s degree in Business or a relevant field.
- 8+ years’ of experience with a minimum of 2 – 3 in the same position, preferably in a similar industry.
- Site Visits Required: This role involves periodic site visits to City Edge Developments (CED) locations for operational and business coordination needs.
