Key Responsibility Areas (KRA) & Key Performance Indicators (KPI) for Administrative Assistant Office Manager
1. Office Operations Management
KRA: Responsible for overseeing and optimizing daily office operations to ensure efficiency and productivity.
Short Description: Manage office operations effectively.
- KPI 1: Percentage increase in operational efficiency.
- KPI 2: Number of process improvements implemented.
- KPI 3: Average time taken to resolve operational issues.
- KPI 4: Compliance rate with office policies and procedures.
2. Administrative Support
KRA: Provide comprehensive administrative support to executives and staff, ensuring smooth workflow and communication.
Short Description: Offer efficient administrative assistance.
- KPI 1: Timeliness in completing administrative tasks.
- KPI 2: Accuracy of data entry and documentation.
- KPI 3: Feedback from executives on support provided.
- KPI 4: Number of successful projects managed concurrently.
3. Calendar and Schedule Management
KRA: Maintain and organize calendars and schedules for meetings, appointments, and events.
Short Description: Efficiently manage calendars and schedules.
- KPI 1: Percentage of meetings scheduled on time.
- KPI 2: Number of scheduling conflicts resolved.
- KPI 3: Accuracy of meeting reminders and follow-ups.
- KPI 4: Utilization rate of available time slots.
4. Communication Coordination
KRA: Facilitate internal and external communication channels, ensuring timely and clear correspondence.
Short Description: Coordinate effective communication.
- KPI 1: Response time to emails and inquiries.
- KPI 2: Number of communication errors detected and corrected.
- KPI 3: Feedback on communication clarity from stakeholders.
- KPI 4: Rate of adherence to communication protocols.
5. Office Supplies and Inventory Management
KRA: Monitor and manage office supplies, equipment, and inventory levels to ensure availability and cost-effectiveness.
Short Description: Efficiently manage office inventory.
- KPI 1: Inventory turnover rate.
- KPI 2: Cost savings achieved through better procurement practices.
- KPI 3: Accuracy of inventory records and stock counts.
- KPI 4: Percentage reduction in supply shortages.
6. Budget Tracking and Expense Management
KRA: Track office expenses, prepare budgets, and monitor spending to ensure fiscal responsibility.
Short Description: Manage office budget effectively.
- KPI 1: Budget variance analysis.
- KPI 2: Percentage of budget utilized within specified periods.
- KPI 3: Cost-saving initiatives implemented.
- KPI 4: Accuracy of expense reports and financial documentation.
7. Staff Training and Development Support
KRA: Assist in organizing training programs and development initiatives for staff members to enhance skills and performance.
Short Description: Support staff training and development.
- KPI 1: Participation rate in training sessions.
- KPI 2: Feedback from employees on training effectiveness.
- KPI 3: Number of skill development programs coordinated annually.
- KPI 4: Improvement in staff performance post-training evaluation.
8. Confidential Information Handling
KRA: Maintain confidentiality and security of sensitive information and documents to uphold data privacy standards.
Short Description: Ensure secure handling of confidential data.
- KPI 1: Compliance with data protection regulations.
- KPI 2: Number of data breaches or incidents reported.
- KPI 3: Accuracy of document classification and access controls.
- KPI 4: Employee adherence to confidentiality policies and procedures.
9. Vendor Management
KRA: Coordinate with vendors, negotiate contracts, and manage relationships to ensure quality services and cost-effectiveness.
Short Description: Efficiently manage vendor relationships.
- KPI 1: Vendor performance evaluations.
- KPI 2: Percentage of cost savings achieved through vendor negotiations.
- KPI 3: Timeliness of vendor payments and renewals.
- KPI 4: Number of vendor disputes resolved amicably.
10. Process Improvement Initiatives
KRA: Identify inefficiencies, propose process improvements, and implement streamlined procedures for enhanced office operations.
Short Description: Drive continuous process improvements.
- KPI 1: Number of process improvement suggestions implemented.
- KPI 2: Time or cost savings achieved through process enhancements.
- KPI 3: Feedback from staff on the effectiveness of process changes.
- KPI 4: Rate of successful adoption of new processes by the team.
