Administration Manager

Role Overview

The Manager Administration will be responsible for managing end-to-end workplace and facility operations, ensuring a safe, compliant, efficient, and employee-centric office environment. The role will oversee office administration, facilities management, vendor and contract staff operations, workplace services, security, maintenance, compliance, and employee support functions to ensure seamless business operations.

Key Responsibilities

Office Administration & Space Management

• Manage the day-to-day administration of a large corporate office, including cabins, workstations, meeting rooms, and common areas.
• Ensure optimal space utilization and workplace readiness for employees and visitors.
• Drive workplace efficiency through effective space planning and administration practices.

Cabin & Workstation Allocation

• Manage cabin allocation for leadership and workstation allocation for employees and new joiners.
• Ensure timely workspace readiness and effective utilization of office infrastructure.

Employee Lifecycle Management

• Support onboarding activities, including workstation setup, welcome kits, and induction coordination.
• Manage employee exit clearance processes and ensure adherence to defined timelines.

Event & Employee Engagement Management

• Plan and execute employee engagement initiatives, townhalls, leadership meetings, celebrations, and corporate events.
• Coordinate event logistics, vendor management, budgeting, and execution.

Contract Staff & Vendor Management

• Manage outsourced workforce, including housekeeping, pantry, security, and support staff.
• Monitor attendance, deployment, grooming standards, productivity, and service quality.
• Ensure vendor performance management and SLA compliance.

Canteen & Employee Services Management

• Oversee cafeteria operations, food quality, hygiene standards, and vendor performance.
• Coordinate menu planning and employee feedback mechanisms to enhance service quality.

Compliance & Governance

• Ensure adherence to administrative, statutory, and organizational compliance requirements.
• Maintain audit readiness, SOP compliance, documentation, and governance standards.
• Support internal and external audits related to administration and facilities.

Regulatory & Local Authority Coordination

• Liaise with local authorities, municipal bodies, fire departments, and other regulatory agencies for approvals, inspections, and compliance requirements.

Billing, Budgeting & MIS Management

• Manage vendor billing, invoice verification, purchase requisitions, and payment coordination.
• Track budgets, control administrative expenses, and maintain cost efficiencies.
• Prepare MIS reports, dashboards, and management reviews related to administration and facilities operations.

Fire Safety & Emergency Preparedness

• Ensure fire safety systems, emergency response plans, evacuation procedures, and mock drills are conducted as per statutory requirements.
• Maintain compliance with all applicable safety regulations.

Maintenance & Technical Operations

• Monitor preventive maintenance schedules for HVAC, electrical systems, UPS, DG sets, and other critical infrastructure.
• Coordinate timely resolution of facility-related technical issues to ensure business continuity and minimal downtime.

Housekeeping, Hygiene & Soft Services Management

• Oversee housekeeping, pantry, pest control, deep cleaning, and hygiene management activities.
• Ensure service quality, cleanliness standards, and adherence to SLAs.

Security & Digital Security Coordination

• Manage physical security operations, including access control systems, CCTV monitoring, visitor management, and incident handling.
• Coordinate with internal stakeholders to ensure compliance with workplace and digital security protocols.

Inventory & Asset Management

• Manage office assets, consumables, stationery, and inventory requirements.
• Conduct periodic stock audits and ensure optimum inventory levels at all times.

Employee Support & Workplace Experience

• Partner with HR and business teams to enhance workplace experience and employee satisfaction.
• Support employee engagement initiatives, grievance resolution, and administrative support services.

Qualifications & Experience

• Graduate/Postgraduate in Administration, Facilities Management, Hospitality Management, Operations Management, Business Administration, or a related discipline.
• Minimum 5 years of relevant experience in Administration, Facilities Management, Workplace Operations, Corporate Services, or Office Management.
• Proven experience in managing office administration, facility operations, vendor management, and employee support services.
• Experience in handling security, maintenance, compliance, housekeeping, and outsourced staff management is preferred.
• Exposure to large corporate office environments and multi-vendor coordination will be an advantage.