Administration Manager

Our Client, A leading Retail Company in Jordan, is looking for Administration Manager to be based in Amman – Jordan and reports to CEO

This is a broad, strategic administration leadership role rather than a traditional office administration position. It combines Facilities Management, Security, HSE, ISO Compliance, Fleet Management, Procurement, Government Relations, and Operational Administration under one department, making it well suited to an experienced operations or administration leader.

Interested candidates who meet the criteria can apply online or by forwarding their CVs directly to the below email address and put in the subject (Administration Manager– Retail - Jordan)  

vacancies@jordan-impact.jo

Position Purpose
The Administration Manager leads the administrative services that support retail stores, offices, warehouses and other facilities. The role is responsible for security, health and safety, environmental compliance, ISO systems, transportation, fleet, cleaning services, administrative purchasing, government relations, vendor management and cost control. The position ensures that these services are safe, reliable, compliant and responsive to operational requirements.

Key Responsibilities
Security and Asset Protection
· Oversee the security function across stores, offices, warehouses and other company locations,
including security staff, CCTV surveillance, control-room operations and access control.
· Maintain effective incident-reporting, investigation and escalation procedures for security breaches, theft, loss, damage and other events affecting people or company assets.
· Coordinate loss-prevention measures with store operations and relevant departments and monitor the implementation of corrective actions.
· Review security staffing, post assignments, shift coverage and service-provider performance to ensure adequate protection at all times.

Health Safety Environment and Emergency Readiness
· Lead the Health, Safety and Environment function and ensure compliance with Jordanian occupational safety, civil defense, environmental and emergency-response requirements.
· Maintain safety policies, risk assessments, inspection schedules, incident records and corrective- action plans.
· Coordinate fire-safety, evacuation and emergency-response arrangements, including drills, training and follow-up of identified gaps.
· Monitor workplace accidents, near misses and unsafe conditions and ensure that investigations and preventive actions are completed promptly.
· Coordinate with Operations, Human Resources and service providers to promote safe working practices across all company locations.

ISO and Management Systems
· Lead the implementation, maintenance and continuous improvement of applicable ISO management systems.

· Maintain controlled policies, procedures, records and supporting documentation in coordination with process owners.
· Plan and coordinate internal audits, management reviews, corrective actions and external certification or surveillance audits.
· Monitor closure of nonconformities and promote consistent compliance with approved standards and procedures

Transportation Fleet and Drivers
· Manage outsourced employee transportation services, including routes, schedules, capacity, safety, punctuality, cost and contract performance.
· Supervise company drivers and vehicles, including assignments, attendance, fuel consumption, preventive maintenance, repairs, licensing and insurance.
· Maintain accurate vehicle and driver records and follow up traffic violations, accidents, claims and corrective actions.
· Track fleet availability, utilization, maintenance cost and fuel efficiency and recommend improvements or replacement plans when required.
Cleaning Facilities and Administrative Services
· Manage outsourced cleaning services across stores, offices, warehouses and other facilities, ensuring compliance with agreed staffing, hygiene and service standards.
· Conduct service inspections, address recurring deficiencies and monitor the performance of cleaning contractors and supervisors.
· Coordinate general administrative requirements, facility-support requests and other services assigned by senior management.
· Ensure that service delivery supports customer experience, operational continuity and workplace standards.
Administrative Purchasing and Inventory
· Manage the purchasing and distribution of stationery, office supplies, furniture, uniforms, safety equipment and other administrative requirements.
· Obtain quotations, evaluate suppliers and coordinate purchase orders in accordance with approved budgets, procurement policies and delegated authority.
· Maintain suitable controls over administrative stock, issuance, consumption and replenishment.
· Identify opportunities to consolidate demand, improve specifications and reduce recurring administrative costs.
Government Relations and Regulatory Coordination
· Maintain professional relationships with municipalities, Civil Defense, police, security authorities, ministries and other relevant government entities.
· Coordinate permits, licenses, inspections, approvals, renewals and official correspondence within assigned responsibility.
· Maintain a current register of licenses and permits and ensure that renewals and required corrective actions are completed on time.
· Represent the company professionally in authorized meetings and inspections and escalate material regulatory matters to senior management.
Budget Vendor and Team Management
· Prepare and manage administration budgets and forecasts and explain material variances against approved plans.
· Manage vendor selection, contracts, service-level agreements, performance reviews, invoice validation and renewal or termination recommendations.
· Lead, coach and evaluate administration employees and outsourced service teams, setting clear responsibilities and service standards.
· Produce accurate management reports covering cost, service quality, security, safety, fleet, vendors, incidents and regulatory matters.
· Support business-continuity arrangements and complete special assignments requested by senior management.