About the role

The Administration Manager is responsible for managing the organization's administrative, facilities, finance coordination and operational support functions. This role ensures the smooth day-to-day running of office operations, maintains efficient administrative systems, supports HR administration, manages facilities and assets, coordinates internal communications, and monitors key project timelines. The Administration Manager serves as a key point of contact for staff, vendors, and external stakeholders, ensuring effective service delivery and organizational compliance.

Key responsibilities

Manage office administration and daily operational requirements, including pantry supplies, consumables, and inventory levels

Manage office facilities, maintenance, repairs, security, and infrastructure requirements

Manage the studio booking system and scheduling processes, coordinating booking requests from internal and external users

Maintain and update internal calendars and track staff movements, leave schedules, business travel, and key organizational events

Provide administrative support for HR-related functions, including employee records, onboarding documentation, and personnel files

Monitor administrative and project timelines relating to BAA initiatives, tracking deadlines and requirements associated with audits, grants and reporting obligations

Manage fee collection processes at the front counter, issue receipts and maintain accurate records of payments received

Maintain accurate records of organizational inventory and fixed assets, overseeing stock-taking exercises and asset verification processes

Administer and maintain the donor management system, ensuring donor information is accurate, updated, and securely maintained

Generate donor reports and coordinate monthly electronic direct mail (eDM) communications to donors