Deputy Manager / Manager, Administration

Job Description

Title: Deputy Manager / Manager, Administration

Company Name: East Coast Group

Vacancy: 1

Age: Na

Job Location: Dhaka (GULSHAN 1)

Salary: --

Experience:

• At least 8 years
• The applicants should have experience in the following business area(s): Group of Companies

• MBA/ Master’s degree in Business Administration, Management or related field.

• At least 8 years
• The applicants should have experience in the following business area(s): Group of Companies

• Minimum 8-10 years of progressive experience in Administration with (3+ years) as an Administrative Manager, Office Manager, or in a similar role.

• Professional certification in Occupational Health and Safety, Certified Facility Manager (CFM) or equivalent will get advantage.

• Strong understanding of facility management, safety standards, transportation operations and security coordination.

• Excellent leadership, communication, and stakeholder management skills.     

• Experience in designing and implementing comprehensive Fire, Safety, and Security protocols for Head Office and Factory facilities.

• Experience in managing Admin & Transport Department in any prominent Local or Multinational Company.

• Experience in managing high-level executive support, including protocol arrangements and facility management for the Chairman, Board of Directors, and international delegates.

• Proven ability to ensure timely execution of safety drills, cleanliness training, and HACCP compliance.

• Excellent computer skill in MS-Office Suite, especially in MS Excel, PowerPoint & Word.

• Ability to work well with team members and navigate stressful situations with minimum error.

The Deputy Manager / Manager – Administration will oversee all administrative functions to ensure smooth, efficient, and safe operations across the organization. This role is responsible for office facility management, transportation oversight, security coordination, administrative staff supervision, and overall workplace management. The position requires strong leadership, operational expertise, and the ability to manage a wide range of administrative and support activities that contribute to a productive work environment.

Key Responsibilities:

Office Administration & Facility Management

• Oversee day-to-day office operations to ensure all administrative activities run efficiently and smoothly.

• Manage office facilities including workspace layout, building maintenance, utilities, housekeeping, sanitation, and equipment functionality.

• Monitor service contracts and coordinate with external vendors for repairs, maintenance, and facility-related services.

• Ensure strict compliance by planning and executing all mandatory safety drills, hygiene training (including HACCP), and emergency preparedness programs.

Workplace Safety & Compliance

• Implement and monitor workplace safety protocols, ensuring compliance with organizational safety standards.

• Support emergency preparedness activities, including evacuation plans, fire drills, health & safety checks, and first-aid readiness.

• Coordinate with safety committees and report safety issues with corrective action plans.

Travel, Logistics & Event Coordination

• Coordinate logistics for business travel, including accommodation, transportation, visa processing, and related arrangements.

• Provide administrative support for meetings, conferences, and management requirements.

• Plan and manage organizational events, workshops, and internal programs in collaboration with HR and other departments.

• Arrange high-level executive support, including protocol, logistics and facility management for the Chairman, Board of Directors, and international delegates.

Transportation & Vehicle Management

• Manage the company’s fleet of vehicles, including scheduling, route planning, vehicle maintenance, document renewals (fitness, tax, insurance), and inspections.

• Supervise drivers, maintain roster schedules, and monitor discipline and compliance.

• Maintain fuel consumption records, track cost efficiency, and produce periodic reports for management.

Security Oversight

• Coordinate with external security service providers to ensure effective security coverage across all facilities.

• Monitor compliance with access control, visitor management, CCTV operations, and other security protocols.

• Conduct routine inspections to identify risks and ensure corrective actions are taken promptly.

Staff Supervision & Team Leadership

• Supervise administrative staff, drivers, and support personnel, ensuring clarity of responsibilities and performance accountability.

• Set performance expectations, evaluate staff output, and provide coaching, training, and disciplinary actions as required.

• Ensure strong teamwork, discipline, and productivity within the administration team.

Documentation, Reporting & Budget Oversight

• Maintain accurate records of administrative operations, vendor contracts, maintenance logs, fuel usage and security protocols.

• Prepare weekly, monthly, and quarterly reports for management review.

• Assist in preparing and monitoring the administrative budget, ensuring cost control and efficient use of resources.

• T/A,Mobile bill
• Lunch Facilities: Partially Subsidize
• Festival Bonus: 2

• Welfare Fund.

• Market competitive salary.

• Annual Performance Evaluation.

• Access to full-time medical consultation.