Candidates residing in or around Prabhadevi, Dadar, Worli, Mahim, Bandra, and nearby areas are encouraged to apply.

Mumbai Office Administration & Facilities (80%) | Director's Office Support (20%)

Interested candidates with relevant experience please share your CV in confidential Via WhatsApp to Mr. Pereira at 9920537871

Isprava is India's premier developer of luxury homes in nonurban locations, known for crafting exclusive and bespoke residences. With nine years of exponential growth, Isprava has established a portfolio of over 220 luxury properties valued at more than USD 360 million across Goa, Alibaug, Kasauli, and the Nilgiris. The company offers comprehensive service from selecting prime locations to designing unique living spaces and delivering fully furnished, ready to move in homes. Guided by the principles of exclusivity, comfort, and integrity, Isprava creates one of a kind lifestyle experiences that set new benchmarks in luxury nonurban living. https://www.isprava.com

Job Title: Assistant Manager — Administration & Facilities
Industry: Luxury Villas, Bungalows Real Estate
Location: Mumbai (Prabhadevi)
Experience: 7 - 10 years
Candidates residing in or around Prabhadevi are encouraged to apply.

Role Purpose

Mumbai Office Administration & Facilities (80%) | Director's Office Support (20%)

We are looking for an Assistant Manager — Administration & Facilities to take complete ownership of administration and facilities operations for our Mumbai headquarters.

This is an execution-oriented role requiring independent decision-making, operational discipline, vendor management, cost control, team leadership, and continuous process improvement. The role will also provide discreet and reliable administrative support to the Director's Office.

Key Responsibilities

Administration & Facilities Management — 80%

Office Operations and Facilities

Manage end-to-end office operations, including housekeeping, security, maintenance, pantry, stationery, parking, access control, and workplace readiness.
Plan and monitor preventive maintenance for HVAC, DG, lifts, fire systems, electrical, plumbing, UPS, CCTV, water purifiers, and other building systems.
Own the complete snag-to-closure cycle:
Critical issues: closure within 24 hours
Non-critical issues: closure within 72 hours
Manage the complete AMC lifecycle, including vendor identification, contract execution, service tracking, renewals, and performance reviews.
Coordinate office moves, seating changes, space planning, refurbishment, and construction-related requirements.
Ensure that all office areas remain professionally maintained, operationally ready, and audit-compliant.

Vendor and Procurement Management

Manage the complete vendor lifecycle, including identification, evaluation, onboarding, negotiation, performance monitoring, and exit management.
Obtain and evaluate a minimum of three quotations for relevant purchases and prepare comparison sheets with recommendations.
Monitor vendor SLAs, attendance, service quality, response time, and compliance.
Prepare monthly vendor scorecards and initiate corrective action where required.
Ensure all contracts are renewed at least 30 days before expiry, with no lapsed agreements.
Track invoices, coordinate with Finance for payments, and resolve vendor payment queries within defined timelines.

Budget and Cost Management

Own and maintain the administration budget tracker.
Monitor monthly spending against the approved budget and maintain variance within ±5%.
Process accurate and timely expense entries in Farvision or a similar ERP system.
Achieve a minimum of 98% expense-booking accuracy and complete month-end closure
Review quotations, benchmark pricing, negotiate commercial terms, and identify cost-saving opportunities.
Prepare cost analysis reports covering location-wise expenses, vendor rate trends, and savings initiatives.

Team and Stakeholder Management

Supervise the Mumbai administration, front desk, and support team.
Allocate responsibilities, set priorities, ensure adequate coverage, and review team output.
Conduct weekly team meetings and monthly performance reviews.
Act as the primary point of contact for Mumbai office administration matters.
Coordinate with HR, Finance, IT, Procurement, Security, and business teams.
Ensure 100% Day 1 onboarding readiness for new employees.
Manage the administration helpdesk, including ticket logging, assignment, SLA tracking, escalation, and closure.

Process Improvement, Compliance, and Reporting

Develop, implement, and continuously improve administration SOPs.
Identify process gaps, document corrective actions, and train team members.
Maintain key operational records, including:
Snag register
Vendor scorecards
AMC tracker
Expense tracker
Asset register
Compliance calendar
Helpdesk tracker
Identify recurring issues and implement preventive and corrective actions.
Submit weekly and monthly MIS reports on time.
Ensure monthly FAR reconciliation and zero audit findings.

Director's Office Support — 20%

Provide high-level administrative support to the Director's Office with complete discretion, reliability, and professionalism.

Manage calendar requirements, meeting logistics, and administrative coordination.
Arrange domestic and international travel, accommodation, transportation, and related logistics.
Coordinate visitor management for Directors, board members, senior stakeholders, and important meetings.
Handle confidential and priority requirements with absolute discretion.
Liaise with HR, Finance, IT, Legal, and external vendors on behalf of the Director's Office.
Anticipate urgent and time-sensitive requirements and execute them within committed timelines.
Provide personal administrative assistance, as required, with the same professionalism and confidentiality expected in official duties.

Key Performance Indicators

Administration and Facilities

Facility uptime: ≥98%
Critical snag closure: within 24 hours
Non-critical snag closure: within 72 hours
AMC renewals before expiry: 100%
Vendor SLA compliance: ≥95%
Budget variance: within ±5%
Expense-booking accuracy: ≥98%
Invoice processing: within 3 working days
FAR reconciliation: monthly
Audit findings: zero
Helpdesk SLA achievement: ≥90%
Day 1 onboarding readiness: 100%
Cost-optimization initiatives: minimum two every six months
Weekly and monthly MIS: submitted on time

Director's Office

Zero travel or logistics misses
100% on-time meeting and visitor coordination
Absolute confidentiality in all matters
Urgent requests completed within committed timelines
Zero escalations arising from administrative lapses

Required Experience and Qualifications

Graduate degree required; postgraduate qualification in Management, Facilities, or a related field is preferred.
7–10 years of progressive experience in administration, facilities management, workplace operations, or a related function.
Demonstrated experience independently managing office operations at a site or location level.
Experience supervising a team of at least three members with direct performance accountability.
Strong experience in vendor management, contract negotiation, SLA enforcement, compliance audits, and vendor lifecycle management.
Proficiency in MS Excel or Google Sheets, including pivot tables, VLOOKUP/XLOOKUP, dashboards, and data-driven reporting.
Working knowledge of ERP or expense management systems such as Farvision, SAP, Tally, or similar platforms.
Experience supporting senior leadership, executives, or a Director's Office.
Strong written and verbal communication skills.

Key Competencies

Ownership: Takes complete responsibility and drives matters to closure.
Problem Solving: Identifies root causes and implements preventive solutions.
Stakeholder Management: Manages expectations across leadership, employees, vendors, and internal teams.
Execution Rigor: Maintains accurate trackers and ensures commitments are delivered.
Vendor Negotiation: Challenges pricing, benchmarks rates, and negotiates effectively.
Team Leadership: Delegates, reviews performance, provides feedback, and develops team capability.
Discretion: Handles sensitive Director's Office matters confidentially.
Communication: Communicates clearly, professionally, and concisely.
Cost Consciousness: Identifies savings without compromising quality or service.
Adaptability: Balances structured facilities operations with fast-paced leadership support requirements.

Assistant Manager Administration & Facilities