Admin & Finance Manager

JOB DESCRIPTION

Admin & Finance Manager

Job Summary: The Administrative Manager plays a crucial role in overseeing and managing the day-to-day administrative operations of the organization. This position requires a highly organized and detail-oriented professional who can efficiently handle a wide range of administrative tasks, coordinate office activities, ensure smooth internal processes, manage purchasing functions, oversee job costing functions for production, and implement resource scheduling. The Administrative Manager is responsible for optimizing office efficiency, maintaining a positive work environment, supporting various departments in achieving their objectives, and ensuring effective resource allocation.

Key responsibilities include (but are not limited to):

1.            Office Administration

•              Implement and maintain efficient office procedures and policies to enhance overall productivity.

•              Oversee office equipment and supplies, ensuring adequate stock levels and proper maintenance.

• Preparation and updating of reports, KPI’s and other metrics as required.

2.            Finance

•              Invoicing

•              Book keeping (Xero)

•              Bank Reconciliation

•              Liaise with accountant on monthly reporting

•              Filing

•              Vehicle records

•              Debtor chasing

3.            Facility Management

•              Manage facility-related services, including maintenance, security, and cleanliness.

4.            Communication & Coordination

•              Act as a liaison between departments, facilitating effective communication and collaboration.

•              Schedule and organize meetings, conferences, and events as needed.

5.            HR Support

•              Assist in the recruitment process, including posting job openings and coordinating interviews.

•              Maintain employee records and assist in HR-related tasks as needed.

6.            Purchasing & Procurement

• Undertake orders for product and resources as required for production. 

• Oversee the purchase of office supplies and services, ensuring quality and compliance with organizational standards.

7.            Job Costing

•              Collaborate with production teams to implement and maintain job costing systems.

•              Monitor and analyse costs associated with production activities, providing insights for cost-effective decision-making.

•              Work closely with finance teams to ensure accurate accounting of production costs.

8.            Resource Scheduling

• Maintain resource scheduling systems to optimize workflow and meet project deadlines.

•              Coordinate with department heads to allocate resources efficiently based on project priorities and organizational goals.

9.            Technology & Systems

•              Support implementation and maintenance of office technologies and systems.

•              Troubleshoot technical issues and liaise with IT support when necessary.

Qualifications & Skills

•              Proven experience in administrative management roles, with exposure to production-related functions.

•              Strong organizational and multitasking abilities.

•              Excellent communication and interpersonal skills.

•              Proficiency in office software and technology.

•              Knowledge of human resources practices and procedures.

Behavioural and Culture

•              Maintain and uphold the company culture as set out in the company handbook

•              The candidate is to demonstrate unswerving loyalty to the Company and a commitment to

the principles of confidentiality and the virtues that underpin a cultural organisation.

•              Display professionalism when dealing with all employees and customers.

•              Share information and ideas to improve the image of the company in its market place

•              Behave in an open, honest and professional manner at all times