Admin & Procurement Manager
Purpose of the role
To run the company’s administrative, procurement and facility operations as one department, so that the Directors are not the operational escalation point for buildings, vendors, paperwork and site manpower. The role is expected to hold the department together, verify before things move, and bring only genuine exceptions upward.
Key responsibilities
A. Department leadership and supervision
▪ Lead the department as a single unit: administration, procurement, IT and facility management across Vata and Vyom.
▪ Supervise the Admin Executive and the Facility Manager. Hold the weekly review, set priorities, resolve crossover between the two lanes, and act as first escalation point for both.
▪ Direct the IT seat or IT vendor and the two Field Executives; approve their deployment and duty patterns.
▪ Approve the cleanliness standard proposed by the Admin Executive and hold the Facility Manager to the resulting audit score.
▪ Conduct performance conversations with direct reports; identify capability gaps and structural gaps in the department.
▪ Maintain the department’s standard operating procedures so that work does not depend on any one individual.
B. Office and administrative operations
▪ Oversee daily office operations across both buildings so that the workplace runs without interruption.
▪ Ensure stationery, equipment and consumables are stocked against defined reorder levels rather than reactively.
▪ Own the company’s records and filing architecture — digital and physical — covering contracts, statutory files, insurance and asset documentation.
▪ Ensure meeting coordination, travel and internal communication for management are handled reliably.
▪ Guarantee confidentiality on all sensitive company, client and employee documentation.
C. Procurement and vendor management
▪ Own the procurement function: how the company sources, from whom, and on what terms.
▪ Maintain an approved vendor database with rate comparisons so that buying decisions are never made from a single quotation.
▪ Lead negotiation on significant purchases, AMCs and service contracts; recommend for approval with a comparison and a recommendation, not just a quote.
▪ Review vendor performance against agreed service levels; replace or re-tender where performance does not hold.
▪ Own the manpower agency relationship — commercial terms, headcount changes, service standards, escalation and renewal.
▪ Ensure nothing is bought without an approval, a purchase order and a verified receipt.
D. Spend control and verification
▪ Verify every departmental spend proposal before it is routed for approval — requirement, comparison, rate and necessity.
▪ Verify the agency manpower invoice against the Facility Manager’s attendance record before it is signed.
▪ Build and manage the annual administrative and facility budget with the Board; report against it monthly.
▪ Identify and act on cost-saving opportunities — consumption patterns, energy usage, vendor rates, contract consolidation.
▪ The department holds no cash and makes no payments. Payment is executed by Accounts against signed approval.
E. Statutory, government and external liaison
▪ Own the company’s relationships with YEIDA, the electricity board, municipal authorities and other agencies at senior level.
▪ Ensure all permits, licences, approvals and statutory filings for both buildings are current, with no deadline missed.
▪ Review the compliance calendar with the Admin Executive in every weekly meeting.
▪ Represent the company professionally in all interactions with authorities and external bodies.
F. Facility oversight — through the Facility Manager
▪ Hold accountability to the Board for the condition, safety and readiness of both buildings, delivered through the Facility Manager.
▪ Approve preventive maintenance plans, AMC scope and capital repair proposals.
▪ Review facility performance monthly: breakdowns, response times, open building issues, cleanliness audit scores, safety observations, consumption.
▪ Act as escalation point for any client issue the Facility Manager cannot resolve within the agreed timeframe, before it reaches the Directors.
▪ Do not take over site operations. The Facility Manager runs the building; this role sets the expectation and removes obstacles.
G. Manpower and agency management
▪ Ensure accurate attendance and leave records for on-roll department staff, and verified attendance for agency staff.
▪ Approve site deployment and shift patterns, including guard coverage across day and night at both buildings.
▪ Coordinate with the Head – People & Brand on recruitment, onboarding and any people matter concerning department staff.
H. Reporting to the Board
▪ Produce one consolidated monthly report covering administration, procurement, compliance and facility.
▪ Report exceptions early — a slipping deadline, a failing vendor, a recurring complaint — rather than after they become problems.
▪ Support the Board with data, analysis and presentations on operational matters as required.
Pay: ₹45,000.00 - ₹75,000.00 per month
Work Location: In person
