Job Description
We are looking for a strategic and hands-on Administration Manager to lead and elevate our administrative and workplace operations function. This role owns the direction of the administration team — setting strategy, policies, and standards — while managing Team Leads/Supervisors and driving process improvement through Lark, automation tools, and practical AI solutions. Candidates with experience in the brokerage, financial services, fintech, or other fast-paced industries will be highly preferred. What You'll Be Working On - Lead and manage the Administration function, including overseeing Team Leads/Supervisors and the wider team — setting direction, priorities, and performance goals. - Develop and implement the department's administrative strategy, policies, and operational roadmap, aligned with overall business objectives. - Drive digital transformation of administrative operations through Lark, automation tools, and AI-driven solutions, championing adoption across the organization. - Own the administrative budget — planning, forecasting, cost optimization, and reporting to senior management. - Lead vendor and supplier strategy — negotiate major contracts, set service-level standards, and manage strategic relationships with landlords, facilities providers, and corporate service partners. - Oversee office and workplace operations across all locations, ensuring consistent standards, safety, and compliance. - Establish and continuously improve SOPs, internal controls, governance frameworks, and risk and business-continuity plans for the administration function. - Partner with senior leadership and cross-functional heads (HR, Finance, IT, Legal) on office expansion, relocation, workplace planning, and corporate initiatives. - Oversee travel, accommodation, and business support programs, balancing cost-effectiveness with employee experience. - Oversee onboarding/offboarding infrastructure, company asset management, and facilities systems at scale. - Represent the Administration function in management meetings, providing strategic updates, KPIs, and recommendations to senior leadership. - Coach and develop Team Leads and Specialists, building bench strength and succession plans within the team. - Ensure organization-wide compliance with administrative policies, workplace regulations, and relevant statutory requirements. - Monitor and report on administrative budgets, expenses, and vendor payments, ensuring proper documentation and cost control. - Lead ad hoc strategic projects and initiatives assigned by senior management. What We're Looking For - At least 8 years of experience in administration, office management, or workplace operations, including 3+ years in a managerial or leadership capacity. - Proven experience managing multi-site or multi-region administrative operations, preferably within brokerage, financial services, fintech, or another fast-paced, regulated industry. - Demonstrated success building and leading teams, including managing Team Leads or Supervisors. - Strong track record designing and implementing automation, digital workflow, and AI-driven improvements to administrative processes; hands-on Lark expertise highly preferred. - Strategic mindset with solid budget planning, financial management, and vendor negotiation experience. - Excellent stakeholder-management skills, with experience partnering with senior leadership and cross-functional teams (HR, Finance, IT, Legal). - Strong understanding of workplace compliance, risk management, and business continuity planning. - Bachelor's degree or above, preferably in Business Administration, Management, or a related field. - Exceptional leadership, communication, negotiation, and problem-solving skills. - Highly organized and able to manage complex, multi-priority environments with composure. - Proficiency in Microsoft Office (Excel, PowerPoint, Word, Outlook) and Lark.