Administration Manager - Mumbai, India

Job Description

Position Title: Administration Manager

Location: Mumbai

Department: Administration

Reporting To: Managing Director

Employment Type: Full-time

ii) Ensure IT and workplace infrastructure (meeting rooms, equipment, etc.) are fully functional

• Company Overview FoodChain ID is a global leader in food safety, regulatory compliance, and sustainability solutions. We support organizations across the food and agriculture value chain with certification, advisory, and data-driven services that help bring safe, compliant, and sustainable products to market. With teams across the globe, we combine deep technical expertise with practical, market-focused solutions to help customers navigate complex regulatory and certification landscapes
• Role Overview The Admin Manager will be responsible for managing end-to-end administrative operations for FoodChain ID India, ensuring efficient facility management, seamless travel coordination, and a high-quality employee experience. The role focuses on creating a safe, productive, and engaging workplace environment while optimizing administrative processes, vendor management, and cost efficiency
• Key Responsibilities
• Facility Management:
• Oversee day-to-day office operations including maintenance, housekeeping, security, and utilities
  
  

iii) Ensure compliance with health, safety, and audit standards (important for certification environment)

• Vendor & Stakeholder Management:
• Identify, onboard, and manage third-party vendors (facility, travel, event partners)
  
  

ii) Collaborate with internal stakeholders (HR, Finance, IT) needs for seamless operations

iii) Negotiate contracts, AMC, repairs and renewal terms

• Travel Management:
• Manage end-to-end travel requirements. Coordinate flight bookings, visa processing, hotel accommodation, and local logistics
  
  

ii) Ensure compliance with company travel policies and optimize travel costs

iii) Maintain accurate MIS, travel records, reports, and expense tracking

• Employee Engagement & Workplace Experience:
• Plan and execute employee engagement programs, events, and team-building activities
  
  

ii) Support HR in creating a positive workplace culture and employee experience

iii) Organize celebrations, recognition initiatives, and wellness programs

iv) Coordinate internal communications related to events, policies, and workplace updates

• Manage office ambience initiatives (branding, décor, festive activities)
  
  

vi) Support onboarding logistics and employee support services

• Compliance & Administration:
• Maintain documentation of vendor contracts, agreements, and facility compliance
  
  

ii) Support all event/audit processes (internal/external)

iii) Drive continuous improvement in administrative processes and systems

• Qualifications & Experience
• Bachelor's degree
• 3-4 years of experience in Administration / Facilities / Travel Management
• Strong vendor management & negotiation skills
• Good communication & stakeholder management
• Strong planning, multitasking, and problem-solving skills
• Knowledge of compliance and workplace safety standards
• Core Competencies
• Excellent interpersonal and communication skills
• Execution-focused and reliable
• Fluent in English with the ability to collaborate effectively
• Detail-oriented, Calm under pressure
• Ability to work independently
• Strong organizational and multitasking skills
• Stakeholder management
• Confidentiality and integrity
• People-focused with strong service mindset
• Why Join Us
• Opportunity to work in a globally recognized food certification organization
• Exposure to regional and global functions
• Employee friendly work environment
• Collaborative, values-driven, high energy work environment
• Competitive compensation and growth opportunities
  
  

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