Customer Relations (Admin) Manager

Job Title

Job Description

• Plan, coordinate, and administer all Company and internal management meetings (e.g., Board meetings, subcommittee meetings, management meetings).
• Attend meetings to take accurate, timely, and impartial minutes, ensuring clear documentation of decisions, follow-ups, accountabilities, and deadlines.
• Prepare agendas, meeting packs, attendance records, and action trackers; ensure distribution and archival within agreed timelines.
• Maintain a minutes repository in accordance with records management guidelines and audit-readiness standards.
• Lead day-to-day office operations (front office, mailroom, office supplies, meeting rooms, pantry, access cards, equipment).
• Supervise and coach an administrative team; manage scheduling, workload distribution, and performance.
• Develop, document, and implement SOPs for administrative processes to improve turnaround times, accuracy, and user experience.
• Oversee reception and visitor management protocols, as well as office security and housekeeping arrangements.
• Maintain central records (contracts, policies, circulars, advisories, minutes, and correspondences) in line with retention policies.
• Implement file naming conventions, version control, and secure access permissions.
• Support data protection practices and ensure sensitive information is handled securely.
• Support procurement activities for administrative requirements (RFQs, quotations, evaluation summaries, PR/PO processing) in line with Company policies.
• Manage contracts and service agreements for office-related vendors (e.g., cleaning, security, printers, couriers, office equipment).
• Track contract milestones, renewals, insurance requirements, and service KPIs; escalate performance gaps and drive corrective actions.
• Assist in preparing and monitoring the administrative operating budget, including office supplies, equipment, subscriptions, courier services, and meeting expenses.
• Identify cost-saving opportunities while maintaining service standards; track and report monthly budget variances.
• Oversee office maintenance, minor improvement works, asset inventory, and lifecycle management of office equipment.
• Coordinate with Facilities teams and external contractors for repairs, HSE compliance, and workplace changes.
• Lead office relocations, seating planning, and business continuity preparations for administrative functions.
• Ensure administrative practices comply with Company policies and relevant statutory and audit requirements.
• Prepare supporting documentation for internal and external audits and ensure timely closure of audit findings.

• Diploma or Degree in Business Administration, Management, Public Administration, or a related discipline.
• Minimum 5–8 years of relevant experience in office administration, executive support, office management, or corporate services.
• Proven experience in formal minute-taking for management, committee, or executive-level meetings.
• Experience supervising administrative teams and managing external vendors and service providers.
• Working knowledge of procurement processes, records management, budgeting, and administrative governance.

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