Assistant Manager - Administration

Job Title: Assistant Nursery Administration Manager

Reports To: Nursery Administration Manager
Department: Nursery
Division: Projects Delivery
Job Grade: N10

Job Purpose

The Assistant Nursery Administration Manager plays a key role in supporting the effective and efficient operation of a landscape nursery. This position involves assisting with financial management, inventory control, quality assurance, stakeholder communication, and policy compliance, ensuring the smooth running of administrative processes within the nursery.

Key Responsibilities

• Budgeting & Expense Management: Assist in preparing and monitoring the budget for administration activities, track expenses, generate reports, and identify cost-saving opportunities.

• Inventory Management: Support inventory control by tracking stock levels, forecasting demand, and ordering plant materials and other necessary goods.

• Quality Control: Ensure that all plant materials and goods meet the organization’s quality standards, including inspecting deliveries, monitoring performance, and resolving any quality-related issues.

• Administrative Support: Provide administrative support across departments by managing schedules, coordinating meetings, and maintaining records.

• Operational Improvement: Assist in identifying operational inefficiencies and implement changes to enhance productivity and streamline processes.

• Stakeholder & Government Communication: Maintain regular communication with stakeholders and government bodies regarding nursery operations.

• Policy & Compliance: Assist in the development and enforcement of administrative policies and ensure compliance with internal procedures and external regulations.

• System Management & Training: Oversee nursery systems and ensure they function properly, providing necessary training to staff on system usage.

• Project Management: Collaborate with cross-functional teams on projects, ensuring proper planning, execution, and monitoring of timelines, resources, and deliverables.

• Documentation & Record-Keeping: Maintain accurate documentation of administrative activities, including contracts, leases, insurance, and employee records, ensuring legal and regulatory compliance.

• Guest Management & Official Visits: Organize and manage official visits to the nursery, ensuring a positive guest experience.

• Office Management: Oversee the organization and distribution of office space for employees, ensuring a well-maintained and efficient office environment.

Policies, Systems, Processes, and Procedures

• Follow established policies, processes, and operating procedures to ensure consistent and controlled work performance.

• Assist in preparing timely and accurate reports to meet corporate and functional requirements.

Safety, Quality & Environment

• Adhere to safety, quality, and environmental policies to ensure employee safety, regulatory compliance, and high-quality service/product delivery.

Continuous Improvement

• Contribute to identifying opportunities for process improvements, cost reductions, and productivity enhancements based on international best practices.

Internal and External Stakeholders

• Internal: Nursery Staff, Nursery Leadership, RSG Support Functions

• External: External stakeholders and government bodies as needed.

Job Requirements

• Education: Bachelor's degree in business administration, horticulture, or a related field.

• Experience: 4-6 years of experience in administration, management, or a related field.

• Skills:

  • Proficient in English, both written and spoken.

  • Strong organizational and prioritization abilities.

  • Excellent numeracy, attention to detail, and accuracy.

  • Strong analytical, problem-solving, and decision-making skills.

  • Ability to thrive in a multi-cultural environment.

  • Excellent communication skills for engaging with stakeholders, customers, and regulatory bodies.