Assistant Administration Manager

Interested candidates with relevant experience please share your CV in confidential Via WhatsApp to Mr. Pereira at [phone removed]

About the Role

• Job Opening Assistant Manager Administration
• Industry: Luxury Villas, Bungalows & Real Estate
• Location: Mumbai Prabhadevi
• Experience: 7–10 years
• Preferred: Candidates residing in or around Prabhadevi and nearby.

Role Overview We are looking for an execution oriented Assistant Manager Administration to independently manage Mumbai & PAN India office corporate administration, also supporting Director’s Office and residence related requirements.

Key Responsibilities Administration

• Manage office operations, including housekeeping, security, maintenance, pantry, stationery, parking, access control, and workplace readiness.
• Monitor preventive maintenance for HVAC, DG, lifts, fire systems, electrical, plumbing, UPS, CCTV, water purifiers, and related systems.
• Manage snag resolution:
• Critical issues: closure within 24 hours
• Noncritical issues: closure within 72 hours
• Manage the complete AMC lifecycle, including vendor selection, contracts, service tracking, renewals, and performance reviews.
• Coordinate office moves, seating changes, space planning, refurbishment, and construction related requirements.
• Ensure all office areas remain operational, professionally maintained, and audit compliant.
• Manage vendor identification, evaluation, onboarding, negotiation, performance monitoring, and exit processes.
• Obtain a minimum of three quotations for relevant purchases and prepare comparison sheets with recommendations.
• Monitor vendor SLAs, attendance, service quality, response time, and compliance.
• Prepare monthly vendor scorecards and initiate corrective action when required.
• Ensure contracts are renewed at least 30 days before expiry.
• Track invoices, coordinate with Finance, and resolve vendor payment queries within defined timelines.
• Maintain the administration budget tracker and monitor monthly expenditure against the approved budget.
• Maintain budget variance within 5%.
• Process accurate and timely expense entries in Farvision or a similar ERP.
• Maintain at least 98% expense booking accuracy and complete month end closure.
• Review quotations, benchmark prices, negotiate commercial terms, and identify cost saving opportunities.
• Prepare reports on location wise expenses, vendor rate trends, and savings initiatives.
• Supervise the Mumbai administration, front desk, and support teams.
• Allocate responsibilities, manage priorities, ensure coverage, and review team performance.
• Conduct weekly team meetings and monthly performance reviews.
• Coordinate with HR, Finance, IT, Procurement, Security, and business teams.
• Manage the administration helpdesk, including ticket logging, assignment, escalation, SLA tracking, and closure.
• Provide discreet and reliable administrative support to the Director’s Office.
• Manage calendar requirements, meeting logistics, and administrative coordination.
• Arrange domestic and international travel, accommodation, transportation, and related logistics.
• Coordinate visitor management for Directors, board members, senior stakeholders, and important meetings.
• Support the Director’s residence, fleet, household, and personal administrative requirements as needed.
• Liaise with HR, Finance, IT, Legal, vendors, drivers, household staff, and other stakeholders.
• Handle confidential and urgent matters with complete discretion.
• Anticipate time sensitive requirements and execute them within committed timelines.

Required Qualifications and Experience

• Graduate degree is mandatory.
• 7–10 years of progressive experience in administration in Corporate
• Experience independently managing office operations at a site or location level.
• Experience managing and supervising a team of at least three members.
• Strong experience in vendor management, contract negotiation, SLA enforcement, compliance audits, and vendor lifecycle management.
• Proficiency in MS Excel or Google Sheets, including pivot tables, VLOOKUP/XLOOKUP, dashboards, and data driven reporting.
• Working knowledge of ERP or expense management systems such as Farvision, SAP, Tally, or similar platforms.
• Experience supporting senior leadership, executives, or a Director’s Office.
• Strong written and verbal communication skills.
• Comfort handling household, residence, fleet, and personal support responsibilities.

Key Competencies

• Ownership and accountability
• Problemsolving and rootcause analysis
• Stakeholder management
• Vendor negotiation
• Team leadership
• Discretion and confidentiality
• Clear communication
• Cost consciousness
• Adaptability and responsiveness