Admin Manager – Town Council Operations

About the role

The Admin Manager will lead the planning, coordination, and administration of all Town Council and internal management meetings, ensuring accurate documentation and smooth office operations. This role combines high‑level minutes taking with day‑to‑day office management and team supervision.

Key responsibilities

• Plan, coordinate, and administer Council, sub‑committee, and management meetings.
• Take accurate, impartial minutes and maintain a minutes repository compliant with records‑management and audit standards.
• Prepare agendas, meeting packs, attendance records, and action trackers; ensure timely distribution and archiving.
• Lead front‑office operations, mailroom, supplies, meeting rooms, pantry, access cards, and equipment.
• Supervise and coach an administrative team, managing scheduling, workload distribution, and performance.
• Develop and implement SOPs to improve turnaround times, accuracy, and user experience.
• Oversee reception, visitor management, security, and housekeeping protocols.
• Maintain central records (contracts, policies, circulars, minutes, correspondences) with proper retention, naming conventions, version control, and secure access.
• Support procurement for administrative needs and manage vendor contracts, tracking milestones, renewals, and service KPIs.
• Assist in preparing and monitoring the admin OPEX budget, identifying cost‑saving opportunities and reporting variances.
• Coordinate office maintenance, minor works, asset inventory, and office moves, ensuring business continuity.
• Ensure compliance with Town Council policies, statutory, and audit requirements; prepare audit evidence and close findings.

Required profile

• Diploma or degree in Business Administration, Management, Public Administration, or a related field.
• 5–8 years of relevant administrative or office‑management experience; public‑sector or town‑council experience is advantageous.
• Proven track record in formal minutes taking for committees or executive meetings.
• Experience supervising an administrative team and managing office operations.

Required skills

What we offer

• Opportunity to shape administrative processes within a public‑sector environment.
• Leadership role with responsibility for a dedicated team and critical council functions.