Job Purpose
To lead and manage all administrative and facilities operations across the company's headquarters, sales showrooms, and service centers. The Admin Manager ensures seamless administrative support to all business functions, oversees facility maintenance and construction coordination, manages procurement of administrative staff and services, and maintains strong relationships with external stakeholders through contract management and renewal.

Duties & Responsibilities

1. Administrative Support to All Functions

• Provide comprehensive administrative support to headquarters, showrooms, and service center departments to ensure smooth daily operations

• Coordinate between departments such as (sales, service, parts, finance, marketing and HR) to streamline workflows and communication

• Manage office administration, documentation, correspondence, and record-keeping across all branches

2. Contracts & Stakeholder Management

• Manage contractual agreements with landlords, property owners, and service providers for all related buildings and apartments

• Proactively monitor contract expiry dates and initiate timely renewals with stakeholders

• Negotiate contract terms, pricing, and conditions with external parties

• Maintain a central register of all contracts, ensuring accurate documentation and compliance

• Attend to any lease or agreement-related queries and resolve disputes

3. Procurement of Administrative Staff

• Coordinate all administrative needs such as stationery, tools, equipment, or any other related supplies with department heads and human resources to ensure adequate levels of required materials are available.

4. Facilities & Preventive Maintenance

• Oversee the periodical maintenance and upkeep of all company buildings, offices, and facilities

• Plan and schedule preventive maintenance programs for HVAC, electrical, plumbing, and building systems, etc.

• Coordinate with maintenance teams and vendors for timely repairs and servicing

• Ensure facilities comply with health, safety, and cleanliness standards

5. Construction & New Building Projects

• Coordinate and follow up on construction work related to the company's new building

• Liaise closely with the projects team to track construction progress, timelines, and milestones

• Ensure project requirements, administrative needs, and facility specifications are communicated effectively

• Provide administrative support for permits, inspections, and handover processes for any related custodies.

6. Employee Support & Internal Missions

• Facilitate employee missions and travel between branches by arranging drivers and couriers

• Manage the dispatch and reception of documents and packages between locations

• Coordinate transport resources for staff and official company business

• Ensure timely and secure delivery of internal correspondence

7. Third-Party Service Providers

• Act as the primary point of contact for outsourced service companies including security, cleaning staff, uniform supply, and bus/transportation providers

• Negotiate service agreements, monitor performance, and ensure service level compliance

• Manage vendor contracts, renewals, and daily operational coordination

• Evaluate vendor performance and recommend improvements or replacements as needed

8. Budget, Reporting & Compliance

• Prepare and manage the administrative and facilities budget

• Monitor administrative expenditure and ensure cost efficiency

• Ensure all administrative activities comply with company policies and local regulations

• Provide regular reports to management on administrative operations

Requirements

Skills & Qualifications

• Bachelor's degree in Business Administration, Facilities Management, or a related field

• 10–12 years of experience in administration, facilities management, or office operations, preferably in the automotive or service industry

• Strong contract management and negotiation skills with experience dealing with landlords and external vendors

• Excellent organizational, planning, and time-management abilities

• Proven experience in purchasing, procurement, and staffing coordination

• Knowledge of building maintenance, construction coordination, and facility compliance

• Strong leadership and people-management skills

• Excellent communication and stakeholder-relationship skills

• Proficiency in MS Office and administration/ERP systems

• Ability to multitask and thrive in a fast-paced, multi-branch environment