Group Administration Manager

Group Administration Manager

1. Job Details

Department: Human Resources & Administration
Companies covered: Astral Industries Ltd, Trident Plumbers Ltd, Trident Vocational Training Centre (TVTC)
Reports to: Group Managing Director
Direct reports: Receptionist/front office, drivers, office assistants, cleaners and security (in-house or via contractors)
Works closely with: Group HR Manager, Finance, Procurement, factory manager, Trident Plumbers operations, TVTC Principal
Location: Group head office, with frequent hands-on presence at the factory, yard and TVTC campus

2. Job Purpose

To run the day-to-day administrative backbone of the group (offices, facilities, fleet, assets, security, supplies, licences and support services) so that staff in all three companies can work safely and without disruption, at controlled cost.

3. Key Responsibilities

3.1 Office and Facilities Management

• Manage all group premises: head office, Astral factory, Trident Plumbers yard/stores and TVTC campus, classrooms and workshops.
• Plan and supervise repairs, maintenance and renovations; keep a preventive maintenance schedule.
• Manage utilities (power, water, internet, phones), keeping bills paid and costs monitored.
• Allocate office space, furniture and equipment; keep premises clean, orderly and presentable.

3.2 Fleet and Transport

• Manage the group vehicle fleet: allocation, work tickets, fuel control, servicing, repairs and insurance.
• Keep vehicle logbooks, inspection certificates and licences valid; track driver licences and conduct.
• Coordinate staff transport for shifts and technician deployment to client sites.

3.3 Asset and Inventory Control

• Maintain a fixed-asset register for all three companies with tagging and annual verification.
• Control issue and return of company tools, equipment, phones, laptops, PPE and uniforms.
• Recover company property from exiting staff before final dues are cleared (with HR).

3.4 Security, Health and Safety Support

• Manage security arrangements and contractors at every site: guards, access control, CCTV and visitor logs.
• Support the OSHA safety programme: fire extinguishers and drills, first-aid kits, signage and DOSHS registration of workplaces.
• Coordinate incident and emergency response with HR and the safety officer.

3.5 Procurement of Admin Supplies and Service Contracts

• Buy office supplies, cleaning materials, stationery, PPE and uniforms within approved budgets and procurement policy.
• Manage contracts and performance of service providers: cleaning, security, garbage collection, pest control, canteen and courier.
• Obtain competitive quotations and keep supplier records up to date.

3.6 Licences, Permits, Insurance and Compliance

• Keep a compliance calendar and renew on time: single business permits, fire certificates, NEMA, public health, TVETA institutional licence (with the TVTC Principal), vehicle and premises licences.
• Manage non-staff insurance: property, motor, plant, goods in transit and public liability; handle claims.
• Maintain lease agreements and landlord relations where premises are rented.

3.7 Front Office, Records and Communication

• Supervise reception, switchboard, visitor management, mail and courier.
• Run the central registry and filing system for company records, contracts and correspondence.
• Arrange travel, accommodation and logistics for staff, meetings, events and TVTC graduations.

3.8 Budget and Reporting

• Prepare and control the annual administration budget for each company.
• Report monthly on admin spend, fleet costs, facility issues, open compliance items and asset status.

3.9 Supervision

• Supervise, schedule and appraise admin support staff and contractors.

4. Key Working Relationships with Human Resources

Anything about premises, vehicles, equipment, supplies or services belongs to Administration; anything about a person’s employment belongs to HR. The main hand-over points are:

5. Key Performance Indicators

Targets to agree with management:

• Licences and permits renewed before expiry: 100%.
• Admin spend against budget: Within budget.
• Vehicle availability: At least 90% of fleet roadworthy at any time.
• Maintenance requests closed: Within agreed turnaround (e.g. 72 hours for non-major issues).
• Asset register accuracy at annual verification: At least 98%.
• Security and safety incidents from lapses in admin controls: Zero.
• Supplier contracts reviewed: Annually, with performance scores.

6. Qualifications and Experience

• Bachelor’s degree in Business Administration, Office Management, Facilities Management or a related field.
• Professional training in facilities, fleet or procurement management is an advantage (e.g. KISM membership).
• At least 5 years of administration experience, 2–3 of them as a supervisor or manager.
• Experience in a manufacturing, construction or multi-site organisation is preferred.
• Working knowledge of Kenyan business licensing, OSHA requirements and procurement practice.
• Valid driving licence; proficient in MS Office / Google Workspace and an ERP (e.g. ERPNext assets and stock modules).

7. Competencies

• Hands-on, practical problem solver who is visible on the ground
• Strong organisation and follow-through on deadlines
• Cost-conscious negotiation with suppliers
• Integrity in handling assets, fuel and supplies
• Supervision of support staff and contractors
• Calm under pressure in emergencies

This job description outlines the main duties of the role. It is not exhaustive, and the jobholder may be asked to perform other reasonable duties in line with the role. It will be reviewed at least once a year.