Assistant Administrative Manager

The tasks

1. Daily Operations Oversight: Supervise day-to-day and periodic activities of each team based on their specialization, including representatives, legal researchers, collections, marketing, accounting, and HR (such as leave management and new hires).
2. Policy Implementation and Adherence: Ensure each team applies management principles according to their area of focus, clearly communicate policy instructions, and oversee accurate and precise implementation.
3. Case and Financial Tracking: Work closely with legal researchers on ongoing cases, tracking their progress from initiation to execution, monitoring operational expenses, and coordinating with the accounting manager on daily financial transactions to confirm expense records and compliance with work standards. Ensure the collection team monitors daily revenues, validates payments, and confirms that all client payments (rent, maintenance fees, water, and electricity usage) are credited to the company accounts.
4. Property Vacancy and Marketing: Track property vacancies daily by type, location, and count, and oversee marketing efforts through the marketing team. Supervise marketing strategies and platform suitability to attract ideal tenants while ensuring that tenants meet management’s pre-set leasing criteria.
5. Asset Management: Supervise company assets, such as vehicles, ensuring licenses and necessary services are up to date. Ensure staff compliance with company usage policies and track daily schedules.
6. Employee Affairs: Track renewal dates for employee work permits, manage employee leave to prevent operational disruption, monitor contract renewals and terminations, and oversee onboarding and work permit processes for new hires, aligning hires with job requirements.
7. Utility and Operational Commitments: Supervise company utility obligations (water, electricity, landline, and mobile) across facilities and properties by guiding teams to issue timely invoices for easy tracking. Monitor usage levels to identify and address any discrepancies.
8. Office Management: Ensure all departments have the necessary office supplies, stationary, landline and mobile access, and computers, upgrading software as needed.
9. Tenant Contract Compliance: Ensure tenant compliance with lease terms (whether residential, commercial, storage, or office spaces) by coordinating with building security and responding promptly to any violations.
10. Customer Relations: Address tenant issues based on their requests, providing solutions that align with company policies, whether the concerns are financial, administrative, employee-related, or neighbor-related.
11. Policy and Contract Compliance: Monitor all operations to ensure both employees and tenants comply with company policies, contract terms, and financial obligations. Enforce these standards rigorously through daily supervision and oversight.
12. Company Vision and Policy Adherence: Uphold the company’s vision and policies across all administrative, legal, financial, and marketing areas, adapting to changing business needs as directed by management without favoritism.

Educational Requirements:

• Bachelor’s degree in Business Administration (minimum with a high GPA); Master’s in Human Resources Management preferred.
• Minimum of 8 years of leadership experience.
• Completed courses in human resources, public relations, law, or accounting.

Skills:

• Leadership: Capable of effectively managing various client and employee profiles.
• Problem Solving and Self-Control: Ability to manage stress and maintain composure under pressure.
• Time Management: Skilled in setting productive and effective goals.
• Client Service: Proficient in customer service and relationship management.
• Software Proficiency: Skilled in Office and Excel, with familiarity in financial tasks.
• Legal Knowledge: Familiar with Kuwait’s private-sector labor laws, Ministry of Commerce requirements, firefighting permits, and the Ministry of Electricity and Water regulations.
• Team Leadership: Ability to organize tasks by specialization, prevent overlap, and ensure smooth team operations.
• Communication and Responsibility: Excellent interpersonal skills with a deep understanding of market dynamics and company-impacting factors.