The Administrative Supervisor is responsible for overseeing the administrative staff and managing all day-to-day office operations, with a critical focus on the efficient and cost-effective procurement of all necessary supplies, equipment, and services for the organization.

Key Duties and Responsibilities

I. Core Administrative Management

• Staff Supervision: Lead, mentor, and manage the administrative team, assigning duties, overseeing daily workflow, and conducting performance evaluations.
• Office Operations: Ensure smooth office functioning, including managing mail, filing systems (physical and digital), and maintaining a safe and efficient work environment.
• Policy and Process Improvement: Develop, implement, and enforce new administrative procedures to increase productivity and compliance.
• Executive Support: Provide high-level support, including complex calendar management, meeting coordination, and travel arrangements.

II. Procurement and Vendor Management

• Purchasing Lifecycle: Manage the complete procure-to-pay process for office supplies, equipment, furniture, and services, from initial requisition to final payment.
• Strategic Sourcing: Identify, evaluate, and select new vendors and suppliers based on price, quality, delivery speed, and service reliability.
• Negotiation: Negotiate contracts, pricing, and terms with suppliers to secure the best value and favorable agreements for the company.
• Purchase Orders (POs): Prepare, process, and track all purchase orders, ensuring accuracy, proper authorization, and timely issuance.
• Contract Management: Maintain detailed records of all vendor contracts and agreements, monitor vendor performance, and resolve any quality or delivery issues.
• Inventory Control: Oversee the management of office supply inventory to maintain adequate stock levels while minimizing waste and overstocking.
• Budget Compliance: Monitor and manage the administrative and procurement budgets, performing cost analysis and preparing reports to identify opportunities for cost savings.