Administration Manager

Position Summary The Administration Manager is responsible for managing the organization's administrative, facilities, finance coordination and operational support functions. This role ensures the smooth day-to-day running of office operations, maintains efficient administrative systems, supports HR administration, manages facilities and assets, coordinates internal communications, and monitors key project timelines. The Administration Manager serves as a key point of contact for staff, vendors, and external stakeholders, ensuring effective service delivery and organizational compliance. Key Responsibilities 1. Office Administration & Pantry Management - Manage office administration and daily operational requirements - Oversee office pantry supplies, consumables, and inventory levels - Conduct regular stock-taking and ensure timely replenishment of supplies - Liaise with vendors and suppliers to maintain adequate inventory and cost-effective procurement - Ensure office facilities are clean, organized, and conducive to productivity 2. Facilities & Infrastructure Management - Manage office facilities, maintenance, repairs, security, and infrastructure requirements - Manage all venue spaces and events/activities held at the spaces - Coordinate with building management, contractors, and service providers on maintenance and improvement works - Ensure workplace health, safety, and compliance requirements are met - Monitor the condition of office equipment, furniture, and facilities and arrange preventive maintenance where necessary 3. Studio Booking Administration - Manage the studio booking system and scheduling processes - Coordinate booking requests from internal and external users - Ensure optimal utilization of studio spaces and facilities - Maintain booking records and handle scheduling conflicts professionally and efficiently 4. Internal Calendar & Staff Movement Coordination - Maintain and update the internal calendars - Track and communicate staff movements, leave schedules, business travel, and key organizational events - Ensure accurate and timely updates to facilitate operational planning and coordination across teams 5. Human Resource Administration - Provide administrative support for HR-related functions - Manage employee records, onboarding documentation, and personnel files - Support leave administration, staff communications, and HR policy implementation - Coordinate training schedules, staff welfare initiatives, and administrative requirements related to human resources - Assist in ensuring compliance with employment regulations and organizational policies 6. Project Timeline Monitoring - Monitor administrative and project timelines relating to BAA initiatives - Track deadlines and requirements associated with audits, grants and reporting obligations - Coordinate with project stakeholders to ensure timely submission of documentation and reports - Maintain records and provide status updates on key financial and project milestones - Support budget monitoring and financial administration activities 7. Front Counter Operations - Manage fee collection processes at the front counter - Issue receipts and maintain accurate records of payments received - Ensure proper reconciliation and reporting of collected fees - Provide professional customer service to visitors, clients, and stakeholders - Handle administrative enquiries and direct requests to the appropriate personnel 8. Inventory & Asset Management - Maintain accurate records of organizational inventory and fixed assets - Oversee stock-taking exercises and asset verification processes - Ensure proper asset coding, tagging, and labelling of equipment and resources - Track asset allocation, movement, maintenance, and disposal - Generate inventory and asset reports as required 9. Database Management - Administer and maintain the donor management system - Ensure donor information is accurate, updated, and securely maintained - Generate donor reports and support fundraising administration activities - Coordinate and send monthly electronic direct mail (eDM) communications to donors - Support donor engagement initiatives and ensure timely follow-up with donor enquiries