Administration Manager

Job Summary:  We are seeking an experienced and proactive Administration Manager to oversee the organization's complete administrative, facility, security, housekeeping, vendor, and office support operations. The Administration Manager will be responsible for ensuring that all offices and facilities are safe, clean, secure, well-maintained, compliant, and operationally efficient. The role will also involve regular Liaisoning with government authorities, police, local administration, service providers, vendors, and other external stakeholders. The ideal candidate should have strong administrative skills, excellent coordination and communication abilities, sound knowledge of facility operations, and the ability to manage multiple support functions and teams effectively.
Key Responsibilities
1. Facility Management
• Manage day-to-day operations and maintenance of all office/facility premises.
• Ensure the workplace is clean, safe, functional, and well-maintained.
• Coordinate preventive and corrective maintenance of electrical, plumbing, HVAC, civil, furniture, fixtures, equipment, and other facility infrastructure.
• Conduct regular facility inspections and identify maintenance requirements.
• Coordinate with internal teams and external agencies for timely resolution of facility-related issues.
• Maintain records of maintenance activities, service schedules, warranties, AMC contracts, and equipment.
• Ensure adequate arrangements for utilities, power backup, water supply, lighting, internet-related infrastructure, and other essential services.
• Support office expansion, relocation, renovation, and infrastructure setup projects as required.
• Ensure compliance with applicable building, fire safety, and facility-related requirements.
2. Liaison & Government Coordination
• Act as the primary administrative liaison with local authorities and government departments, wherever required.
• Maintain professional relationships with police authorities, local administration, municipal authorities, fire department, and other relevant government agencies.
• Coordinate with authorities for permissions, verifications, documentation, inspections, and other official requirements.
• Handle administrative matters requiring interaction with external authorities in consultation with management.
• Maintain proper records of licenses, permissions, notices, certificates, and official correspondence.
• Escalate any regulatory or administrative concerns to senior management in a timely manner.
3. Security Management
• Oversee the complete security function for the office/facility.
• Manage and coordinate with security agencies and security supervisors.
• Ensure adequate deployment of security personnel as per approved manpower requirements.
• Monitor visitor management, employee entry/exit, access control, parking, and security protocols.
• Ensure implementation of security procedures for employees, visitors, assets, and premises.
• Review security incidents and ensure appropriate reporting and corrective action.
• Coordinate with police and relevant authorities in case of security incidents or emergencies.
• Conduct periodic security audits and drills.
• Ensure CCTV systems, access control systems, security equipment, and other security infrastructure.