Administration Manager

Job Description

Job summary
To provide leadership and coordination for all administrative, facilities, and security services that enable
efficient and safe operations across the Company’s textile and garment manufacturing sites.
The Administration Manager oversees general administration, office management, facilities maintenance,
security, records control, and staff welfare. The role ensures that support services operate efficiently, assets
and premises are safeguarded, and all administrative systems promote productivity, compliance, and costeffectiveness. The position works closely with production, finance, HR, and engineering functions to deliver
seamless operational support and uphold a safe, secure, and organised work environment.
Roles and responsibilities
1. Administrative Operations & Coordination
• Oversee daily administrative operations across all sites, ensuring smooth coordination between
production, quality, HR, and engineering departments.
• Supervise and mentor administrative staff, ensuring adherence to established standards, timelines,
and service quality.
• Maintain and implement administrative procedures, standard operating processes (SOPs), and
departmental service charters.
• Ensure effective document flow, scheduling, communication, and logistical support across divisions.
2. Office, Facilities & Asset Management
• Oversee management of office premises, factory facilities, and welfare amenities, ensuring cleanliness,
functionality, and compliance with health and safety standards.
• Coordinate building maintenance, utilities, equipment servicing, and repairs in collaboration with
engineering and HSE functions.
• Manage allocation of office and factory spaces, ensuring optimal utilisation of infrastructure.
• Supervise waste management, canteen operations, transport, and other general support services.
• Maintain accurate asset registers and monitor preventive maintenance schedules.
3. Security Management & Access Control
• Oversee security services across all company sites, ensuring safety of personnel, assets, materials, and
information.
• Develop, implement, and regularly update the Company’s security policies, access control systems, and
emergency response procedures.
• Supervise contracted security providers, ensuring compliance with service-level agreements and
performance standards.
• Coordinate investigations of security incidents, loss of property, or breaches and ensure timely
reporting and resolution.
• Liaise with local authorities, community leaders, and security agencies to maintain positive relations
and enhance site safety.
• Ensure 24-hour security coverage, surveillance, and incident reporting mechanisms across operational
sites.
4. Resource, Procurement & Budget Management
• Manage procurement and inventory of administrative and security-related supplies and equipment in
collaboration with the Supply Chain and Finance teams.
• Develop and monitor departmental budgets, ensuring cost efficiency and accountability in
administrative and security expenditure.
• Maintain documentation for all procurement and supplier engagements related to administration and
security.
5. Records & Information Management
• Oversee document control, filing systems, and recordkeeping procedures to ensure accessibility,
confidentiality, and accuracy.
• Maintain archives of contracts, correspondence, and statutory records in line with data protection and
retention policies.
• Support digitalisation initiatives to streamline document retrieval and reporting.
6. Compliance, Safety & Risk Management
• Ensure administrative and security operations comply with internal policies, labour laws, and
occupational safety standards.
• Work with the HSE team to implement and monitor environmental, health, and safety programs.
• Participate in audits, risk assessments, and emergency preparedness drills.
• Identify and mitigate risks related to administration, security, and facilities management.
7. Staff Support & Welfare
• Oversee provision of staff welfare services including transport, canteen, accommodation (where
applicable), and recreational facilities.
• Coordinate logistical support for training programs, meetings, and staff functions.
• Promote a safe, inclusive, and well-supported workplace that enhances employee morale and
productivity.
8. Reporting & Continuous Improvement
• Prepare regular reports on administrative and security operations, highlighting performance, incidents,
and cost efficiency.
• Analyse trends and recommend improvements in systems, resource utilisation, and service delivery.
• Implement digital tools and continuous improvement initiatives to enhance administrative
responsiveness and security vigilance.
• Support audit processes and ensure closure of any findings related to administration or security
functions.