Assistant Administrative Manager

Job description

Job Title Assistant Administrative Manager Job Description Summary Job Description About the job: Plan, coordinate, and administer all Town Council and internal management meetings (e.g., Council meetings, subcommittee meetings, management meetings). Attend meetings to take accurate, timely, and impartial minutes, ensuring clear documentation of decisions, follow-ups, accountabilities, and deadlines. Prepare agendas, meeting packs, attendance records, and action trackers; ensure distribution and archival within agreed timelines. Maintain a minutes repository in accordance with records management guidelines and audit-readiness standards. Lead day-to-day office operations (front office, mailroom, office supplies, meeting rooms, pantry, access cards, equipment). Supervise and coach an administrative team; manage scheduling, workload distribution, and performance. Develop, document, and implement SOPs for administrative processes to improve turnaround times, accuracy, and user experience. Oversee reception/visitor management protocols and security/housekeeping arrangements for the office. Maintain central records (contracts, policies, circulars, advisories, minutes, correspondences) in line with retention policies. Implement file naming conventions, version control, and secure access permissions. Support data protection practices and ensure sensitive information is securely handled. Support procurement activities for administrative needs (RFQs, quotations, evaluation summaries, PR/PO processing) in line with Town Council policies. Manage contracts and service agreements for office-related vendors (e.g., cleaning, security for office premises, printers, couriers, office equipment). Track contract milestones, renewals, insurance/indemnities, and service KPIs; escalate performance gaps and drive corrective actions. Assist in preparing and monitoring the admin OPEX budget (office supplies, equipment, subscriptions, postage/courier, meeting expenses). Identify cost-saving opportunities while maintaining service standards; track and report monthly variances. Oversee office maintenance, minor works, asset inventory, and lifecycle tracking for office equipment. Coordinate with Building/Facilities teams and external contractors for repairs, HSE compliance, and workspace changes. Lead office moves, seating plans, and business continuity preparation for admin functions. Ensure administrative practices comply with Town Council policies and relevant statutory/ audit requirements. Prepare evidence and documentation for internal/external audits; close out audit findings on time. About you: Degree in Business Administration, Management, Public Administration, or related field. 5–8 years of relevant administrative/office management experience; prior experience in public sector, town council, property/facilities or related environments is advantageous. Proven track record in formal minutes taking for committees or executive meetings (samples or assessments may be required). Experience in supervising an admin team and managing vendors/contracts. Working knowledge of procurement processes, records management, and basic budgeting. Why join Cushman & Wakefield? As one of the leading global real estate services firms transforming the way people work, shop and live working at Cushman & Wakefield means you will benefit from; Being part of a growing global company; Career development and a promote from within culture; An organisation committed to Diversity and Inclusion We're committed to providing work-life balance for our people in an inclusive, rewarding environment. We achieve this by providing a flexible and agile work environment by focusing on technology and autonomy to help our people achieve their career ambitions. We focus on career progression and foster a promotion from within culture, leveraging global opportunities to ensure we retain our top talent. We encourage continuous learning and development opportunities to develop personal, professional and technical capabilities, and we reward with a comprehensive employee benefits program. We have a vision of the future, where people simply belong. That's why we support and celebrate inclusive causes, not just on days of recognition throughout the year, but every day. We embrace diversity across race, colour, religion, gender, national origin, sexual orientation, gender identity or persons with disabilities or protected veteran status. We ensure DEI is part of our DNA as a global community - it means we go way beyond than just talking about it - we live it. If you want to live it too, join us. INCO: “Cushman & Wakefield”