Manager - Administration & Facilities Operations

Manager – Administration & Facilities Operations

We provide virtual services, data collection, and analytics solutions to a diverse range of overseas clients. This position is part of the Corporate Admin team and is responsible for overseeing end-to-end administration, facilities management, vendor operations, employee transportation, and workplace services while ensuring smooth and efficient office operations across departments.

Key Responsibilities

Administration & Facility Management

• Lead and manage day-to-day administrative operations across office locations.
• Ensure smooth functioning of office facilities including housekeeping, security, cafeteria, maintenance, utilities, and workspace management.
• Develop and implement administrative policies, SOPs, and process improvements to enhance operational efficiency.
• Monitor office infrastructure and coordinate preventive and corrective maintenance activities.
• Manage office expansion, seating arrangements, renovations, and workspace optimization initiatives.
• Ensure compliance with workplace safety standards, fire safety regulations, and statutory requirements.
• Coordinate with building management and external agencies for facility-related operations and emergency preparedness.
• Oversee office asset management, inventory tracking, and annual audits.
• Manage administrative budgets, cost optimization initiatives, and expense tracking.
• Prepare MIS reports, utilization reports, and administrative dashboards for management review.
• Support senior leadership with strategic administrative planning and operational execution.
• Handle confidential documentation, employee records, and sensitive administrative information with professionalism.

Procurement & Vendor Management

• Lead procurement activities for office supplies, facility services, transportation, and infrastructure requirements.
• Identify, evaluate, negotiate, and onboard vendors to ensure quality service and cost efficiency.
• Manage vendor contracts, SLA compliance, renewals, and performance evaluations.
• Ensure timely processing of purchase orders, invoices, and vendor payments in coordination with finance teams.
• Drive cost-saving initiatives and maintain effective vendor relationships.
• Conduct periodic vendor audits and ensure adherence to organizational standards and compliance requirements.

Employee Engagement & Travel Management

• Support and coordinate employee engagement initiatives, town halls, celebrations, wellness activities, and internal events.
• Manage domestic and international travel arrangements including flights, accommodation, visa coordination, and itinerary management.
• Coordinate logistics for client visits, leadership meetings, and corporate events.
• Partner with HR and leadership teams to improve workplace experience and employee satisfaction.

Employee Transportation / Fleet & Cab Management

• Oversee end-to-end employee transportation operations including cab planning, routing, vendor coordination, and safety compliance.
• Manage transportation schedules for multiple shifts while ensuring timely employee pick-up and drop services.
• Monitor transportation vendors and ensure adherence to SLAs, safety norms, and compliance standards.
• Analyze transportation data and optimize routes and fleet utilization to improve efficiency and reduce operational costs.
• Ensure all transportation vendors comply with company policies, driver verification, insurance, and statutory requirements.
• Handle escalations, emergency transportation requirements, and incident management effectively.
• Maintain transportation MIS, invoices, employee travel logs, and audit documentation.
• Coordinate with security and HR teams to ensure employee safety during late-night and shift operations.

Skills & Qualifications

• Bachelor's degree required; Master's degree or relevant certifications preferred.
• 5–8+ years of experience in administration, facilities management, workplace operations, or corporate services.
• Strong experience in vendor management, procurement, transportation management, and office operations.
• Excellent leadership, stakeholder management, and team coordination skills.
• Strong analytical, organizational, and problem-solving abilities.
• Proficiency in MS Office, administrative tools, and reporting systems.
• Ability to manage multiple priorities in a fast-paced environment.
• Strong communication and interpersonal skills.
• Experience in handling audits, compliance, and process improvement initiatives is preferred.
• Flexibility to work in shift-based environments as required.

What We Offer

• Opportunity to work in a dynamic and fast-paced corporate environment.
• Exposure to global operations and cross-functional collaboration.
• Leadership opportunities with career growth and learning exposure.
• Inclusive and collaborative workplace culture.

Location: Hi-Tech City, Hyderabad

Timings: Flexible (Shift-based)