Position Overview: -

Cambridge University Press & Assessment (CUP&A), South Asia, is keen to recruit an Administration Manager to supervise daily support operations of our company and plan the most efficient administrative procedures, to complete a range of administrative duties in different departments.

The goal is to ensure all support activities are carried on efficiently and effectively to allow the other operations to function properly.

Key Responsibilities:

1. Global Compliance & Market Trends:
• Lead and ensure compliance with CUPA global administrative standards, regulations, and best practices across all office locations.
• Stay updated on industry and market trends, including the development of networking opportunities to enhance administrative functions and operational efficiency.
• Regularly review and adapt the company's admin policies and procedures in line with evolving compliance requirements and business needs.
2. Property Management:
• Oversee property management for head office, regional offices & global offices, ensuring optimal utilization, upkeep, and cost management of office spaces.
• Coordinate office maintenance, security, and housekeeping services, ensuring a safe and healthy environment for employees.
• Exposure to opening new offices & consolidation of existing offices.
3. Travel Management Process:
• Review and streamline the entire travel process in line with business requirements, ensuring cost efficiency and employee satisfaction.
• Exposure to identify, procure and set up vendors based on company requirements.
• Work closely with travel vendors and internal teams to provide seamless travel arrangements, booking systems, and compliance with company policies.
• Maintain a centralized travel record system, ensuring transparency and accurate reporting.
4. Operational Review & Budgeting:
• Conduct monthly reviews of office operational expenses versus annual budget forecasts, providing insights on cost-saving opportunities and ensuring adherence to the budget.
• Manage and track administrative expenditures, ensuring they are in line with company financial goals.
5. Employee Health, Safety, and Training:
• Organize and conduct regular health and safety training sessions, ensuring that all office locations meet the required safety standards with maximum employee participation.
• Ensure regular safety drills and adherence to health and safety regulations at all office locations.
• Monitor safety incidents and ensure corrective measures are implemented.
6. Office Supplies and Amenities Management:
• Ensure monthly review and stocking of office amenities and supplies, including stationery, IT equipment, and general office materials.
• Manage inventory levels and ensure timely reordering to avoid any disruption to daily operations.
• Oversee the management of office upkeep, including cleanliness, maintenance, and repairs.

7. Vendor & Contract Management:

• Oversee vendor relations and ensure all contracts and agreements are well-managed, up to date, and cost-effective.
• Negotiate and review contracts with external vendors, ensuring compliance and adherence to agreed-upon terms.
• Manage service providers for key office-related services (e.g., IT support, HR services, catering, etc.).
1. Collaboration and Communication Tools:
• Learn and adapt to office communication tools, particularly MS Office tools (Excel, Word, PowerPoint), SAP invoice systems, and other relevant software.
• Promote efficient use of technology and tools across offices to enhance communication and administrative efficiency.
2. Team Leadership and Support:
• Provide leadership and guidance to the administration team, ensuring alignment with organizational goals and objectives.
• Ensure smooth coordination between the headquarters and regional offices to maintain consistency in administrative practices.
• Support senior management by providing operational and administrative reports as needed.

10. Compliance & Risk Management:

• Ensure compliance with all organizational policies, procedures, and regulatory requirements.
• Monitor and address any risks related to the administration department, including security, confidentiality, and operational continuity.
• Coordinate office emergency preparedness and business continuity planning.

11. Sustainability & Green Initiatives:

• Lead energy cost reduction initiatives, including the assessment of energy-efficient solutions, and track savings from these measures.
• Monitor and promote waste reduction strategies across offices, ensuring compliance with sustainability goals.

12. Vendor & Procurement Optimization:

• Percentage Savings from Vendor Negotiations: Track and measure savings from renegotiated vendor contracts.
• Number of Cost-Effective Vendors Added: Identify and partner with new vendors that offer better pricing and services, improving cost efficiency.
• Oversee vendor management and ensure cost-effective procurement practices across all administrative functions.

Knowledge and Experience: 

• Bachelor's degree in business administration, Management, or related field. A master's degree or relevant certifications in Administration or Facilities Management is a plus.
• 10+ years of experience in administrative management, facilities management, global compliance, and vendor management.

Personal Attributes:

• Strong leadership skills to manage, motivate, and lead the administrative team effectively.
• Excellent organizational skills to oversee the daily operations, including scheduling, planning, and resource allocation.
• Exceptional communication skills to interact with staff, senior management, external stakeholders and to present reports and updates.
• Problem-solving skills to handle issues that affect the functionality of the organization and to implement effective solutions.
• Financial acumen to oversee budgeting, reporting, planning, and auditing, ensuring all legal and regulatory documents are filed and monitor compliance with laws and regulations.
• Strategic planning abilities to develop and implement efficient systems and processes, and to align administrative functions with the organization's goals.
• Proficiency in using various software tools including word processing, spreadsheets, databases, and presentation software.

Proven ability to manage multiple projects and priorities in a dynamic environment.

Cambridge University Press & Assessment is committed to being a place where anyone can enjoy a successful career, where it's safe to speak up, and where we learn continuously to improve together. We welcome applications from all candidates, regardless of demographic characteristics (age, disability, educational attainment, ethnicity, gender, marital status, neurodiversity, religion, sex, and sexual identity), cultural, or social class/background.

We believe that diversity of thought, background, and approach create better outcomes. More importantly, fostering an inclusive culture is the right thing to do, and it's part of how we achieve our purpose: to contribute to society through the pursuit of education, learning and research at the highest international levels of excellence. Ensuring that anyone, no matter who they are, feels they belong here is an essential part of who we are and the contribution we make to society, and to our planet.

To enable an environment which our people can thrive in, our customers benefit from, and where work complements life, we empower everyone to manage their time and capacity, and to prioritise their wellbeing. That's why from day one everyone at Cambridge University Press & Assessment can discuss flexible working options to find the best solution for them and their role.