Job Description – Admin Manager
Position: Admin Manager
Location: Ahmedabad, Gujarat
Department: Administration & Facilities
Employment Type: Full-Time
Reporting To: Senior Management / Business Head
Experience: 5–6 years in Administration, Facility Management, or a similar role
Qualification: Graduate in Business Administration, Management, or a related field
Job Summary
We are looking for an experienced and proactive Admin Manager to manage the overall administration and facility operations of our Ahmedabad office. The incumbent will be responsible for ensuring smooth day-to-day operations, managing vendors and facilities, coordinating with internal departments, maintaining statutory and administrative records, and ensuring a safe, efficient, and professional workplace.
Key Responsibilities1. Office Administration
- Manage day-to-day administrative operations and ensure smooth functioning of the office.
- Develop and implement administrative processes, SOPs, and internal systems.
- Maintain office records, documents, registers, and administrative MIS.
- Coordinate meetings, events, office requirements, and management support activities.
- Ensure availability of office stationery, equipment, consumables, and other requirements.
2. Facility Management
- Oversee housekeeping, security, pantry, maintenance, electrical, plumbing, and other facility services.
- Ensure proper upkeep and maintenance of office infrastructure and assets.
- Manage Annual Maintenance Contracts (AMCs), preventive maintenance, and service schedules.
- Ensure workplace safety, cleanliness, hygiene, and security standards.
- Coordinate office relocation, renovation, expansion, or other facility-related projects when required.
3. Vendor & Procurement Management
- Identify, evaluate, negotiate with, and manage administrative vendors and service providers.
- Manage vendors for housekeeping, security, transport, maintenance, stationery, courier, etc.
- Monitor vendor performance, service quality, contracts, and renewals.
- Ensure timely processing and verification of vendor bills.
- Maintain proper vendor records and negotiate cost-effective commercial terms.
4. HR & Employee Administration
- Coordinate with HR for employee onboarding, seating, access cards, joining kits, and other administrative requirements.
- Monitor attendance, leave records, employee facilities, and workplace discipline where applicable.
- Support employee engagement activities and internal events.
- Assist management/HR in implementing company policies and administrative procedures.
5. Compliance & Documentation
- Ensure compliance with applicable company policies, statutory requirements, safety norms, and local regulations.
- Maintain required licenses, registrations, agreements, insurance documents, and administrative records.
- Coordinate with government authorities, consultants, auditors, and external agencies whenever required.
- Maintain confidentiality of company and employee information.
6. Travel & Transport Management
- Coordinate official travel, hotel bookings, transportation, and logistics.
- Manage company vehicles, drivers, transport vendors, and vehicle maintenance where applicable.
- Ensure proper records of vehicle usage, expenses, and maintenance.
7. Budget & Cost Control
- Prepare and monitor the administration and facility management budget.
- Track administrative expenses and identify opportunities for cost optimization.
- Verify bills, quotations, purchase orders, and supporting documents.
- Provide periodic administrative expense and MIS reports to management.
8. Security & Risk Management
- Supervise security arrangements and access-control systems.
- Ensure proper visitor and material movement procedures.
- Coordinate emergency preparedness, fire/safety measures, and incident reporting.
- Safeguard company assets and ensure proper inventory control.
Required Skills
- Strong administrative and organizational skills.
- Excellent communication and interpersonal skills.
- Strong vendor management and negotiation abilities.
- Good knowledge of facility management and office operations.
- Good working knowledge of MS Excel, Word, PowerPoint, and Outlook.
- Strong follow-up, coordination, and problem-solving skills.
- Ability to manage multiple priorities independently.
- High level of integrity, confidentiality, and ownership.
- Ability to coordinate effectively with senior management and cross-functional teams.
Preferred Experience
Candidates with experience in corporate offices, manufacturing, infrastructure, hospitality, IT, facilities management, or multi-location organizations will be preferred.
Key Performance Indicators (KPIs)
- Smooth and uninterrupted office operations.
- Vendor/service quality and timely resolution of issues.
- Facility maintenance and workplace hygiene.
- Administrative cost optimization.
- Timely renewal of AMCs, licenses, contracts, and statutory documents.
- Employee satisfaction with administrative services.
- Effective asset, inventory, and security management.
- Timely submission of administrative MIS and reports.
Candidate Profile
The ideal candidate should be responsible, proactive, well-organized, commercially aware, and capable of independently managing the complete administration function. Strong ownership, follow-up skills, and the ability to coordinate with multiple stakeholders are essential.
Benefits:
Work Location: In person
