Role Summary
The Assistant Manager / Deputy Manager – Administration will be responsible for managing day-to-day administrative operations, facility management, vendor coordination, procurement, and compliance across office locations. The role focuses on ensuring efficient workplace operations, cost optimization, statutory and SOP compliance, and seamless support to business functions through effective administration practices.
Key Responsibilities1. Team Management
· Lead and supervise the administration team, including Senior Executive – Administration & Maintenance and other support staff.
· Allocate daily tasks, monitor execution, and ensure timely completion of assigned activities.
· Provide guidance, coaching, and performance feedback to team members.
· Ensure timely submission of administrative reports and updates.
2. Administration Operations
· Manage end-to-end administrative operations to ensure smooth functioning of office facilities.
· Plan and deploy administrative resources effectively across locations.
· Monitor workforce utilization and ensure operational efficiency.
3. Procurement & Vendor Management
· Oversee procurement of office supplies, maintenance materials, and facility-related requirements.
· Identify, evaluate, onboard, and manage vendors for housekeeping, security, maintenance, pantry, transportation, and other administrative services.
· Negotiate commercial terms, monitor vendor performance, and ensure adherence to service level agreements (SLAs).
· Ensure timely processing of purchase requirements while maintaining cost efficiency.
4. Consumption & Cost Monitoring
· Review administrative consumption reports for pantry, stationery, housekeeping, utilities, and maintenance materials.
· Monitor consumption trends and recommend cost optimization measures.
· Ensure efficient utilization of administrative resources and budgets.
5. MIS & Reporting
· Maintain and update the Administration MIS Tracker with accurate operational data.
· Prepare periodic reports and dashboards on administrative expenses, procurement, vendor performance, and operational metrics.
· Present management reports and support data-driven decision-making.
6. SOP Compliance & Facility Governance
· Ensure implementation and compliance with organizational Administration SOPs, Tenant SOPs, Parking SOPs, and Common Area SOPs.
· Monitor adherence to workplace policies, safety standards, and facility governance guidelines.
· Coordinate with internal stakeholders to resolve facility-related concerns in a timely manner.
7. Lease & Contract Management
· Maintain a centralized tracker for office lease and rent agreements.
· Monitor agreement validity, renewal timelines, escalation clauses, and compliance requirements.
· Coordinate with landlords and internal stakeholders for timely renewals and documentation.
8. Annual Maintenance Contract (AMC) Management
· Maintain an updated AMC Tracker for office infrastructure, equipment, and facilities.
· Ensure timely renewal of AMCs and preventive maintenance schedules.
· Coordinate with vendors for service visits, breakdown support, and contract compliance.
9. Travel Management
· Manage domestic and international travel arrangements for employees.
· Coordinate travel approvals, flight bookings, hotel accommodations, visa support (where applicable), local transportation, and travel vendors.
· Ensure adherence to the company’s travel policy while optimizing travel costs.
Desired Skills
· Strong leadership and team management skills.
· Excellent vendor negotiation and stakeholder management abilities.
· Proficiency in Microsoft Excel, PowerPoint, and Word.
· Ability to manage multiple priorities in a fast-paced environment.
· 5–8 years of experience in Administration, Facilities Management, or Corporate Services.
· Experience in managing vendors, procurement, facility operations, travel management, and administration MIS.
· Exposure to multi-location administration and workplace management will be preferred.
Pay: ₹40,000.00 - ₹50,000.00 per month
Benefits:
Work Location: In person
