Administrative Manager

Description

Position Summary: Administrative Manager with experience in financial control, continuous improvement, and team management to optimize internal processes and support leadership. Key Highlights: 1. Leadership in financial and operational administration 2. Driving continuous improvement and process automation 3. End-to-end management of resources and suppliers **Administrative Manager** **REQUIREMENTS – ADMINISTRATIVE MANAGER** * Completed bachelor's degree in Business Administration, Accounting, Finance, or related field. * Minimum 3–5 years of experience in administrative roles and personnel management. * Knowledge of administrative processes, budget control, procurement, and supplier management. * Experience preparing administrative reports and performance indicators. * Intermediate/advanced proficiency in Excel and Microsoft Office suite. * Strong organizational, leadership, and decision-making skills. * Excellent communication and teamwork abilities. * Ability to solve problems and manage multiple concurrent tasks. * Desired experience coordinating administrative and operational departments. **Responsibilities:** **Administrative and Financial\-Operational Control** * Record and monitor company income and expenses (internal ERP / Excel). * Manage and control administrative expenses. * Track payments, services, and recurring commitments (calendar, evidence, compliance). * Prepare biweekly payroll and commission calculations with full traceability and change control. * Support and coordinate billing and monthly closing/cut-off activities with Internal Accounting. * Prepare administrative financial reports (cash flow, budget vs. actual, variances). * Develop, implement, and ensure compliance with administrative policies and procedures. * Manage monthly and annual budgets. * **Payment authorization and control:** ensure minimum supporting evidence; **halt payments** when authorization/evidence is missing and escalate to General Management as appropriate. **Tracking, Reporting, and Continuous Area Improvement (Modernization)** * Design and implement standardized **reporting cadence** (weekly/biweekly/monthly) with consistent formats. * Present comparative reports and dashboards to General Management (including conclusions and alerts—not just raw data). * Implement tools to automate and standardize processes (Notion, internal ERP, CRM, templates, dashboards). * Establish control dashboards (KPIs) and tracking routines with assigned responsibilities and deadlines. * Identify improvement opportunities and execute optimization plans (reducing rework, errors, and cycle times). **Document Management and Internal Control** * Safeguard administrative and financial information with confidentiality and order. * Organize key documents and information for Management. * Supervise filing and evidence retention (clients, suppliers, payments, procedures). * Ensure availability and up-to-date status of records (for internal audit). * Manage tangible and intangible resources related to the department (documentation, access rights, information). **4\. Internal Administrative Operations** * Supervise reception, courier, and administrative staff activities. * Coordinate purchases of stationery, supplies, and consumables. * Conduct monthly administrative inventory control. * Manage office maintenance and related services. * Administer landline and mobile phone lines and associated services. **Supplier Management** * Request, compare, and evaluate quotations. * Track purchases and services (deliveries, quality, compliance). * Coordinate supplier payments per established process and schedule. * Evaluate service compliance and maintain alternative supplier options. * Proactively manage renewals (avoid expirations). **Commercial Administrative Support** * Track leads and prospects from an administrative perspective (information control and organization). * Quote procedures and services per established guidelines. * Provide administrative follow-up on procedures (including RPP or others) via status tracking. * Control commercial-related payments, lines, and services. * Prepare administrative commercial reports (standard format and defined frequency). * Manage client renewals and perform monthly account closures. 7\. **Executive Support to Management (Executive Support \+ Personal Assistance – 25%)** * Address General Management requests promptly and clearly. * Prepare requested information and reports for Management (timely and actionable). * Follow up on administrative instructions and agreements to closure. * Support cross-functional operational and organizational control (without overlapping Legal Department responsibilities). * **Personal assistance (25% of time):** coordinate authorized personal payments/logistics/procedures, with separate recordkeeping and strict confidentiality. Salary: $6,970.00 \- $25,000.00 per month Workplace: On-site employment