I. Job Purpose

The Manager – Administration will oversee and manage day-to-day administrative operations, facilities, vendor relationships, and workplace services across the organization. The role ensures operational efficiency, cost control, safety compliance, and a smooth working environment for all employees.

II. Key Responsibilities

1. Administrative Operations

• Manage daily administrative activities across office locations, training centers, and residential/guest facilities.
• Oversee transport, travel arrangements, office supplies, courier management, front office operations, and general services.
• Ensure effective seating management, workspace allocation, and timely availability of administrative resources.

2. Facilities & Maintenance

• Ensure regular maintenance of office infrastructure, utilities, equipment, electricals, and furniture.
• Coordinate repairs, AMC services, cleanliness, and facility upkeep.
• Monitor housekeeping and security staff for consistent service quality.

3. Vendor & Contract Management

• Identify, onboard, and manage vendors for housekeeping, security, maintenance, printing, catering, and other admin services.
• Negotiate contracts, monitor SLAs, and ensure timely renewal and invoice processing.
• Evaluate vendor performance and maintain high service standards.

4. Safety, Security & Compliance

• Ensure adherence to safety, fire regulations, and statutory compliance for all facilities.
• Conduct regular inspections, safety drills, and risk assessments.
• Coordinate with government authorities for necessary approvals and documentation.

5. Budgeting & Cost Optimization

• Prepare and manage the annual administration budget.
• Implement cost-saving measures without compromising efficiency or quality.
• Monitor expenses, reduce wastage, and ensure cost-effective operations.

6. Employee Services & Workplace Management

• Maintain a clean, organized, and employee-friendly workplace environment.
• Address employee concerns related to facilities and admin support with prompt resolution.
• Support event management, meetings, and internal programs by arranging logistics and facilities.

7. Team Leadership

• Lead, guide, and evaluate housekeeping, security, and administrative staff.
• Ensure team productivity, accountability, and adherence to processes.
• Provide training and foster continuous improvement in service delivery.

III. Qualifications & Experience

• Bachelor’s degree in Administration, Management, Engineering, or related field (MBA preferred).
• 5–8 years of experience in administration, facilities, or office operations.
• Strong understanding of maintenance, vendor management, facility services, and compliance processes.
• Excellent communication, leadership, negotiation, and problem-solving skills.
• Proficiency in MS Office and administration/facility management tools. 

IV. Key Performance Indicators (KPIs)

• Cost optimization and budget adherence.
• Employee satisfaction with workplace services.
• Timely completion of maintenance and administrative tasks.
• Vendor performance and SLA compliance.
• Adherence to safety, security, and regulatory norms.