Admin Assistant Manager

Role Purpose

Provide input to and lead the implementation of office support strategy to effectively meet office administrative needs, manage office equipment, facilities and outsourced services, and ensure smooth running of business activities in line with business needs, office and employee requirements, group guidelines and policies.

Key Tasks and Accountabilities

Key Activities

• Provide input to design office support strategy for the assigned business area/ geography in line with business needs, office and employee requirements, group guidelines and policies.
• Develop plans and lead implementation of complex office support projects and initiatives.
• Plan, prioritize and lead maintenance activities and upgrades to equipment, facilities and systems to minimize disruptions to business activities.
• Organize and oversee day-to-day administration of a variety of office services (such as copy services, office supplies, mail and messenger services, records management, fleet management, cleaning, gardening, etc.) to ensure the organization's administrative needs are met.
• Lead research, evaluation and recommend office supplies and equipment purchases to minimize costs and meet the organization's business needs.
• Shortlist suppliers, evaluate and develop performance and recommend renewal of contracts with suppliers to ensure satisfactory standards of service.
• Lead selection, hiring and follow up for outsourced services such as reception, property safety, property maintenance, cleaning and gardening, telephony and internal circulation, etc.
• Identify and develop relationships with vendors of outsourced services, equipment, facilities management, manpower, etc. necessary for office support.
• Establish and lead to the implementation of adequate payment controls for taxi, meals, fuel, parking, etc. for timely and accurate payments.
• Develop administrative policies, guidelines and performance standards for effective office support and management.
• Liaise with managers and understand requirements to ensure office support administration policies, programs, and activities are appropriate for their needs.
• Introduce best practices, recommend modifications and improvements in office support processes and systems to increase effectiveness and efficiency.
• Develop strong, trusting relationships with senior business leaders across DPDHL.
• Cooperate with and coordinate 3rd parties e.g. external service providers
• May lead negotiations

Typical Measurement Criteria/ KPIs

Track internal KPIs such as:

• Maintain reliable and uninterrupted facility operations by ensuring ≥99% uptime of critical systems, ≥95% completion of planned maintenance, 100% preventive maintenance compliance, timely resolution of facility issues within 24 hours, and zero major incidents causing business disruption.
• Achieve high service quality and operational efficiency by maintaining ≥90% customer satisfaction, ≥98% office supplies availability, ≥95% SLA compliance for administrative requests, 100% records management compliance, and ≥99% mail/courier processing accuracy.
• Ensure effective vendor governance by achieving 100% completion of vendor performance reviews and contract renewals before expiry, maintaining ≥95% vendor SLA compliance and timely closure of audit findings, while delivering 5–10% annual cost savings through vendor negotiations and optimization initiatives.
• Manage administration costs within budget, deliver annual cost-saving initiatives, and ensure accurate and timely payment processing.
• Deliver administration projects on time (≥90%) and within budget (≥95%), implement process improvement and digitalization initiatives, and achieve annual efficiency gains and cost optimization targets

Skills / Qualifications

Education Level/ Certification Requirements

• Bachelor’s degree in business administration or other related courses

Expected Years of Experience (Minimum)

• Minimum 6-8 years of related experience

Skills

• Good communication and presentation skills
• Software skills (Word, Excel, PowerPoint, etc.)
• Ability to handle multiple and hanging priorities
• Results driven and attention to details.
• Office Administration – Core administrative operations and office support.
• Facilities Management – Management of workplace facilities, services, and compliance.
• Space Planning – Office layout, workspace allocation, and utilization.
• Vendor Management – Managing suppliers, contracts, and service providers.
• Budget Management – Monitoring and controlling administrative expenses.
• Inventory Management – Tracking office equipment, supplies, and assets.
• Maintenance Management – Ensuring office equipment and facilities are properly maintained.
• Stakeholder Management – Coordinating with employees, leaders, and external partners.
• Project Management – Driving administrative improvement initiatives and office projects.