Administrative & Office Services Manager - ZIM

Main Purpose

Responsible for all Administrative & Office areas of US-based businesses including facility maintenance coordination; security, shipping and receiving, administration procurement, project management, car lease management, administration service contract management, & office safety. The role is mix of strategic and tactical work. There will, however, be opportunities to work on project-based initiatives that are broader in scope and scale, potentially even global in nature. This is an exciting role for someone who is interested in leaving their own imprint on a growing, international business!  

Main Tasks  

• Oversees the daily care and maintenance of the company’s 75,000 sq. ft. building and grounds.  
• Coordinates with Facility management company (ABM) to ensure the regular care of building and grounds, including preventive maintenance, cleanliness, minor repairs. 
• Ensure the entire facility is well organized, which includes the workplace, storage rooms, and all the rooms in the facilities.  
• Creation, Updating & reinforcement of the office management SOPs. 
• Strategically oversees project management of the upgrades and repairs of the HQ facility and some district locations to ensure projects are completed in a quality manner, on time and within the budget.
• Car Lease management, which includes lease contract initiation; lease car assignment; lease car relocations. Lease car master data management. 
• Reviews contracts for all of our administrative services needs to ensure we get the best service for the best price and terms.
• Managing/Coordinating annual safety training in accordance with OSHA standards. Ensures daily and weekly inspections are conducted within and outside the facility to ensure the employees and facility are kept safe and clean and functionally operational
• Managing the attendant of the onsite security & extra duty police officers
• Responsible for well-organized site shipping & receiving function
• Creating; maintaining office supplies purchase & request policies.  
• Creating & Maintaining office supplies inventory system.
• Periodically office supplies pricing analysis and have cost efficiency in mind. 
• Managing Administration purchase orders creation and orders receiving confirmation. 

Requirements:

• Bachelor of Arts Degree in Facilities Management, Business Administration or similar fields. Experience can be considered in lieu formal education
• Track record of being able to execute on assigned goals
• Experience with managing projects and deadlines
• Experience collecting, synthesizing, and summarizing relevant sets of data
• Certification: Facilities & Administration Management or similar certification a plus. 
• 5-10 years’ general administrative management experience; Five or more years’ experience in pro-ject management
• MS Office, Excel, Outlook and Power Point capability as well as experience with security, HVAC, and shipping & receiving software