Deputy Manager

Job Description:

Administrative Support & Office Management:

• Oversee daily Head office activities and ensure smooth and efficient administration flow.
• Manage office supplies, equipment, and housekeeping inventories, and ensure timely procurement of resources as needed.
• Implement and maintain office policies, procedures, SOP's and systems to ensure compliance with company standards and industry regulations.
• Oversee all administrative functions including facilities management, office maintenance, security, travel arrangements, housekeeping, and vendor coordination.
• Develop and implement administrative systems, processes, and policies to improve operational efficiency.
• Plan and execute branch events and activities, fostering employee engagement and team building.
• Collaborate with HR, IT, and Finance departments to streamline interdepartmental operations. Assist with new joiner welcome kits, ID cards, and onboarding logistics etc.
• Manage seating arrangements, workspace allocation, and hygiene

Vendor Management:

• Coordinate Vendors for company events, meetings, and corporate hospitality arrangements.
• Liaise with external vendors for office-related services & supplies, negotiating contracts, and ensuring service quality and cost-effectiveness.
• Manage relationships with external service providers (e.g., housekeeping, security, travel agencies, maintenance vendors etc).

Health & Safety Management:

· Ensure compliance with all relevant health, safety, and environmental regulations across all branches.

· Develop, implement, and regularly review health and safety policies and procedures and safety drills.

· Conduct regular risk assessments and workplace inspections; manage incident reporting and resolution.

Logistics Coordination:

· Oversee courier and logistics services for timely and secure movement of goods and documents.

· Maintain relationships with travel & courier vendors and negotiate favorable contracts and rates.

Branch Administration Ownership

· Oversee facility management, procurement, asset management, and general upkeep of the local branch.

· Ensure standardization of administrative processes and documentation.

· Monitor administrative budgets and report on expenditures, optimizing operational efficiency

Budget Management:

• Assist in monitoring and managing the administrative budget, ensuring adherence to budgetary guidelines.
• Prepare and manage budgets for administrative functions and monitor costs against forecasts.
• Oversee Budgeting of office supplies, inventory control, and budgeting of administrative expenses.

Asset Management:

• Maintaining and Updating FAR, records, documentation, insurance etc.
• Track and manage company assets (furniture, laptops, phones, etc.)
• Assist in issuance and recovery of assets from employees
• Support IT/Admin handover during employee onboarding and exit
• Maintain and update any Hard File list and storage.

Event Management

• Organize company events, meetings, and corporate hospitality arrangements.
• Assist in organizing company-wide events or celebrations