Administration

About the Role

The Administration personnel will be responsible for overseeing and managing the overall administrative and facility operations of FICCI. The role will ensure efficient functioning of office infrastructure, facilities, vendors, security, logistics and administrative services while maintaining high standards of service, compliance and cost effectiveness.

The position requires strong leadership, stakeholder management, vendor negotiation and operational planning skills, along with the ability to manage multiple priorities and ensure smooth day-to-day functioning of the organisation.

Key Responsibilities:

1. Administration & Facility Management

• Oversee day-to-day administrative operations and ensure smooth functioning of FICCI offices and facilities.
• Manage office infrastructure, housekeeping, maintenance, utilities, seating arrangements and workplace services.
• Ensure timely resolution of administrative and facility-related issues.
• Develop and implement administrative processes, SOPs and service standards.
• Ensure appropriate upkeep and maintenance of office assets and infrastructure.

2. Vendor & Contract Management

• Identify, evaluate and manage external vendors and service providers.
• Negotiate commercial terms, service agreements and contracts with vendors.
• Monitor vendor performance and ensure adherence to agreed service levels.
• Manage contracts related to housekeeping, security, maintenance, transportation, facility management and other administrative services.
• Ensure cost-effective procurement of administrative services in coordination with the concerned teams.

3. Security & Safety

• Oversee security arrangements across FICCI premises.
• Coordinate with security agencies and ensure appropriate deployment and monitoring of security personnel.
• Ensure implementation of workplace safety, emergency preparedness and access-control procedures.
• Coordinate emergency response and crisis-management arrangements as required.

4. Events & Conference Support

• Provide administrative and logistical support for conferences, meetings, exhibitions, delegations and other FICCI events.
• Coordinate venue arrangements, seating, transportation, hospitality, security and other logistical requirements.
• Work closely with internal departments and external agencies to ensure smooth execution of events.
• Support arrangements for visits by senior government officials, industry leaders, international delegations and other VIP guests.

5. Travel & Logistics

• Oversee administrative arrangements related to official travel, transportation and accommodation, wherever applicable.
• Coordinate transportation and logistical requirements for senior management, delegates and official programmes.
• Ensure timely arrangements for meetings, visits and official engagements.

6. Asset & Inventory Management

• Oversee management and maintenance of office assets, equipment and administrative inventory.
• Maintain appropriate records of assets and ensure periodic verification.
• Coordinate repair, replacement and disposal of assets as per organisational policies.
• Ensure adequate availability of office supplies and other administrative requirements.

7. Government & External Coordination

• Coordinate with relevant government authorities, local administration, civic bodies and external agencies on matters relating to facilities, permissions, security, events and other administrative requirements.
• Manage external stakeholder relationships relevant to administrative operations.

8. Budget & Cost Management

• Prepare and monitor the annual administrative budget.
• Track administrative expenditure and identify opportunities for cost optimisation.
• Review vendor bills and service-related expenses in coordination with Finance.
• Ensure administrative activities are undertaken within approved budgets and organisational guidelines.

9. Team Management

• Lead, supervise and develop the administration team.
• Define responsibilities and performance expectations for team members.
• Ensure effective coordination between administration, security, housekeeping, maintenance and other support functions.
• Build a service-oriented and responsive administrative team.

Key Skills & Competencies:

• Strong administrative and facilities management expertise.
• Excellent vendor and contract management skills.
• Strong negotiation and cost-management capabilities.
• Excellent organisational and operational planning skills.
• Strong stakeholder management and communication skills.
• Ability to manage large-scale events and complex logistics.
• Strong problem-solving and decision-making abilities.
• Ability to manage multiple priorities in a fast-paced environment.
• Proficiency in MS Office and administrative management systems.
• High level of integrity, ownership and accountability.

Education:

Graduate degree in any discipline. MBA/PGDM or a relevant qualification in Facilities/Administration Management will be an advantage.

Experience:

• Prior experience in managing large office facilities and administrative operations.
• Experience in vendor management, contracts, budgeting and team leadership.
• Experience in managing high-level events, conferences and VIP/government delegations will be an advantage.

Desired Attributes:

• Mature and professional approach with strong leadership capabilities.
• Ability to interact effectively with senior management and external stakeholders.
• Strong ownership and execution orientation.
• Excellent attention to detail.
• Ability to anticipate operational requirements and proactively resolve issues.
• Strong service orientation and ability to maintain confidentiality.
• Comfortable working beyond routine office hours when required for major events or organisational requirements.