Assistant Manager - Administration

Role Overview

We are looking for an organized, proactive, and detail-oriented Assistant Manager - Administration to manage day-to-day administrative and facility operations. The role will be responsible for ensuring smooth office functioning, coordinating with vendors and service providers, managing facilities, and supporting employees and management with administrative requirements.

Key Responsibilities

1. Office & Facility Management

• Manage day-to-day office administration and ensure smooth functioning of the workplace.
• Monitor housekeeping, security, pantry, maintenance, and other facility services.
• Ensure proper upkeep, cleanliness, safety, and hygiene of office premises.
• Coordinate office seating, workstations, meeting rooms, and other facilities.
• Handle office repairs, maintenance, and service requirements.

2. Vendor Management

• Coordinate with vendors and service providers for office-related requirements.
• Obtain quotations, negotiate rates, and support vendor selection.
• Monitor vendor performance and ensure timely delivery of services.
• Maintain vendor records, contracts, and service agreements.
• Verify vendor invoices and coordinate for timely processing of payments.

3. Procurement & Inventory

• Manage procurement of office stationery, pantry supplies, housekeeping materials, and other administrative items.
• Maintain inventory and stock records.
• Monitor consumption and ensure timely replenishment.
• Coordinate with vendors for purchase orders and deliveries.
• Maintain proper documentation for purchases and assets.

4. Employee Support

• Handle employee administrative queries and provide timely support.
• Coordinate employee onboarding requirements such as seating, access cards, stationery, and other facilities.
• Support employee engagement activities and internal events.
• Coordinate travel, accommodation, transportation, and other administrative arrangements when required.

5. Documentation & Compliance

• Maintain administrative records, contracts, licenses, bills, and other documentation.
• Ensure compliance with company policies and applicable statutory requirements related to administration and facilities.
• Maintain records for security, fire safety, AMC, insurance, and other facility-related requirements.
• Prepare regular administrative reports and MIS.

6. Travel & Event Coordination

• Coordinate domestic and international travel arrangements for employees and management, when required.
• Arrange transportation, accommodation, meetings, conferences, and corporate events.
• Support management meetings, town halls, employee events, and other company activities.

7. Budget & Cost Control

• Assist in preparing and monitoring the administration budget.
• Track administrative expenses and identify opportunities for cost optimization.
• Ensure expenses are within approved budgets and company policies.

8. Team Coordination

• Supervise and coordinate with housekeeping, security, office support staff, and other administrative personnel.
• Allocate responsibilities and monitor service quality.
• Address operational issues and ensure timely resolution.

Required Skills

• Strong organizational and multitasking skills.
• Excellent communication and interpersonal skills.
• Good vendor negotiation and coordination skills.
• Strong problem-solving and decision-making abilities.
• Good knowledge of MS Office, especially Excel, Word, and PowerPoint.
• Ability to manage multiple priorities and work under deadlines.
• Strong attention to detail and documentation skills.
• Professional attitude and ability to interact confidently with employees, vendors, and senior management.

Key Competencies

• Administration & Facility Management
• Vendor Management

Disclaimer: This job posting has been aggregated from external source. Role details, content, and availability are subject to change. Applicants are advised to confirm the latest information directly on the company website before applying.