We are seeking a proactive and detail-oriented Assistant Manager – Administration to manage end-to-end administrative operations and ensure smooth functioning of office infrastructure, facilities, and support services.
The role involves overseeing vendor management, facility operations, statutory compliance, and internal coordination while driving efficiency, cost optimization, and high service standards across the organization.
1. Administration & Facility Management
- Oversee overall office administration, infrastructure, and facility operations.
- Ensure smooth functioning of housekeeping, pantry, security, and support services.
- Maintain office cleanliness, hygiene, and upkeep of workstations and common areas.
- Manage office décor, plants, artwork, and ambience.
2. Security Management
- Hire, train, and monitor security personnel.
- Ensure implementation of security protocols and safety procedures.
- Supervise visitor management and staff movement.
3. Vendor & Contract Management
- Manage vendors for housekeeping, security, telecom, transport, and maintenance.
- Handle contract negotiations, renewals, and AMCs.
- Ensure service quality, SLA adherence, and cost efficiency.
4. Transport & Fleet Management
- Oversee maintenance of company vehicles and leased cars.
- Allocate drivers and ensure proper documentation of vehicles.
- Track fuel consumption and control related costs.
5. Telecom & IT Coordination
- Manage landlines, mobile connections, EPABX systems, and leased lines.
- Coordinate with telecom service providers and ensure timely bill payments.
- Support internal IT coordination (internet, biometric devices, etc.).
6. Travel & Logistics Management
- Manage flight bookings, hotel reservations, and travel logistics.
- Ensure cost-effective arrangements and safety of employee travel and stay.
7. Asset & Inventory Management
- Maintain asset register and ensure proper tracking of office assets.
- Manage procurement, storage, and inventory of office supplies.
- Conduct periodic audits and inspections.
8. Courier & Documentation Management
- Manage inward and outward couriers (FedEx, Blue Dart, postal services).
- Maintain company seals, stamps, and important documents.
- Ensure proper filing, storage, and document safety.
9. Equipment & Infrastructure Maintenance
- Oversee maintenance of office equipment (UPS, ACs, generators, photocopiers).
- Ensure upkeep of furniture, workstations, lighting, and electrical systems.
- Handle repairs and infrastructure maintenance.
10. Compliance & Safety
- Ensure statutory compliance related to administration and facilities.
- Conduct fire & safety audits, drills, and inspections.
- Maintain compliance documentation and coordinate with auditors.
11. Housekeeping & Pantry Management
- Manage housekeeping staff and cleanliness standards.
- Oversee pantry operations, cafeteria hygiene, and supplies.
- Monitor consumption and control costs.
12. Budgeting & Cost Control
- Prepare administrative budgets and track expenses.
- Implement cost optimization initiatives.
- Monitor vendor payments and billing accuracy.
13. MIS & Reporting
- Prepare MIS reports, dashboards, and administrative documentation.
- Provide regular updates to management on operations and costs.
14. Employee Support & Engagement
- Support internal teams with administrative requirements.
- Organize meetings, events, and employee engagement activities.
- Ensure smooth day-to-day workplace experience.
15. Process Improvement
- Identify areas for improvement in administrative processes.
- Implement best practices for operational efficiency and service quality.
