Assistant Administrative Manager

Job Title

Job Description

• Plan, coordinate, and administer all Town Council and internal management meetings (e.g., Council meetings, subcommittee meetings, management meetings).
• Attend meetings to take accurate, timely, and impartial minutes, ensuring clear documentation of decisions, follow-ups, accountabilities, and deadlines.
• Prepare agendas, meeting packs, attendance records, and action trackers; ensure distribution and archival within agreed timelines.
• Maintain a minutes repository in accordance with records management guidelines and audit-readiness standards.
• Lead day-to-day office operations (front office, mailroom, office supplies, meeting rooms, pantry, access cards, equipment).
• Supervise and coach an administrative team; manage scheduling, workload distribution, and performance.
• Develop, document, and implement SOPs for administrative processes to improve turnaround times, accuracy, and user experience.
• Oversee reception/visitor management protocols and security/housekeeping arrangements for the office.
• Maintain central records (contracts, policies, circulars, advisories, minutes, correspondences) in line with retention policies.
• Implement file naming conventions, version control, and secure access permissions.
• Support data protection practices and ensure sensitive information is securely handled.
• Support procurement activities for administrative needs (RFQs, quotations, evaluation summaries, PR/PO processing) in line with Town Council policies.
• Manage contracts and service agreements for office-related vendors (e.g., cleaning, security for office premises, printers, couriers, office equipment).
• Track contract milestones, renewals, insurance/indemnities, and service KPIs; escalate performance gaps and drive corrective actions.
• Assist in preparing and monitoring the admin OPEX budget (office supplies, equipment, subscriptions, postage/courier, meeting expenses).
• Identify cost-saving opportunities while maintaining service standards; track and report monthly variances.
• Oversee office maintenance, minor works, asset inventory, and lifecycle tracking for office equipment.
• Coordinate with Building/Facilities teams and external contractors for repairs, HSE compliance, and workspace changes.
• Lead office moves, seating plans, and business continuity preparation for admin functions.
• Ensure administrative practices comply with Town Council policies and relevant statutory/ audit requirements.
• Prepare evidence and documentation for internal/external audits; close out audit findings on time.

• Degree in Business Administration, Management, Public Administration, or related field.
• 5–8 years of relevant administrative/office management experience; prior experience in public sector, town council, property/facilities or related environments is advantageous.
• Proven track record in formal minutes taking for committees or executive meetings (samples or assessments may be required).
• Experience in supervising an admin team and managing vendors/contracts.
• Working knowledge of procurement processes, records management, and basic budgeting.

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