Job Summary:
The Assistant Admin. Manager is responsible for overseeing and managing all administrative functions to ensure smooth operations within the organization ensuring the smooth and efficient functioning of all office operations and infrastructure, including the Mumbai facility spanning two floors and three regional offices.
This role involves coordinating office activities, managing Housekeeping and security staff, ensuring compliance with company policies, and maintaining a productive work environment.
Roles & Responsibilities:
Office Management:
- Supervise day-to-day administrative operations and ensure efficient functioning of office facilities.
- Manage office supplies/inventories, equipment, and vendor relationships.
- Coordinate with vendors for facility maintenance, repairs, and procurement of goods and services.
- Ensure cleanliness, hygiene, and organization of all office premises.
- Monitor office utilities, AMCs, and service contracts; ensure timely renewals and reporting.
- Manage petty cash, vendor invoices, and payment processing in coordination with Finance.
Travel & Event Co-ordination:
- Serve as a central point of contact between departments and external stakeholders for travel and events.
- Arrange travel, accommodation, and itineraries for employees and visitors.
- Coordinate catering, lunch, and refreshments for meetings and office celebrations.
- Support the planning and smooth execution of company events, engagement initiatives, and team activities.
Operational Support:
- Support the implementation and compliance of company policies and procedures across departments.
- Create and manage annual Purchase Requisitions (PRs) for vendors.
- Coordinate with the IT team for maintenance of printers, consumables, and basic troubleshooting of office equipment.
- Assist in the procurement and installation of office infrastructure and equipment.
- Collaborate with the Procurement team on vendor evaluations and service quality assessments.
- Identify and implement process improvements to enhance administrative efficiency.
- Stay current with evolving office tools, technologies, and best practices.
- Co-ordinate with the vendors providing Security, Housekeeping, etc. services
Health, Safety & EHS Compliance:
- Ensure adherence to workplace Environment, Health, and Safety (EHS) standards and statutory regulations.
- Conduct periodic inspections for fire safety, electrical systems, and emergency preparedness.
- Ensure all statutory certifications, such as Fire NOC, Building Safety, and AMC records, are current and compliant.
- Coordinate EHS training, awareness sessions, and periodic safety drills.
- Provide Data pertaining to EHS to relevant teams for reporting
- Promote a culture of safety, sustainability, and environmental responsibility across all offices.
Documentation & Reporting:
- Prepare reports, presentations, and internal communications
- Draft and circulate memos, notices, and official correspondence
- Track and report administrative expenses and budgets
- Support audits and compliance documentation
Team Co-ordination:
- Co-ordinate with all the Key stakeholders & department heads for ensuring high service levels and problem resolution.
- Allocate tasks and monitor progress to meet deadlines.
Required Education, Experience & Skills:
- Bachelor's degree in any specialization
- Proven track record of 5+ years administrative management or similar role
- Strong leadership and organizational skills.
- Excellent communication and interpersonal abilities.
- Proficiency in MS Office and familiarity with office management software.
- Ability to handle confidential information with integrity
- Proficiency in MS Office (Excel, PowerPoint, Outlook)
- Problem-solving and decision-making skills.
- Attention to detail and accuracy.
- Ability to work under pressure and manage multiple priorities
