Assistant Manager - Administration

Job Description

Assistant Manager General Administration

Location – Chennai, Kotturpuram

Job Purpose

To manage and oversee end-to-end General Administration activities across the organisation, ensuring smooth day-to-day operations, effective facility management, vendor coordination, cost control, asset management, and compliance across all locations.

Key Responsibilities

1. Administration & Facility Management

• Manage day-to-day administrative operations across offices, branches, workshops, and other business locations.
• Ensure workplace facilities, infrastructure, utilities, and essential services are maintained effectively.
• Coordinate office/workshop maintenance, repairs, and preventive maintenance activities.
• Ensure timely availability of required office and operational facilities.
• Identify and resolve facility-related issues to ensure business continuity.

2. Vendor & Contract Management

• Identify, evaluate, onboard, and coordinate with vendors and service providers.
• Manage housekeeping, security, pest control, facility maintenance, transport, and other administrative contracts.
• Monitor vendor performance, service quality, and SLA compliance.
• Negotiate commercial terms and support cost optimisation initiatives.
• Maintain proper records of vendor agreements, contracts, renewals, and performance.

3. Travel & Employee Support

• Manage employee travel, accommodation, and transportation arrangements in accordance with company policy.
• Coordinate local conveyance and employee movement requirements.
• Support employee welfare and general workplace requirements.
• Coordinate administrative support for employee events, meetings, and organisational activities.

4. Asset & Inventory Management

• Maintain records of administrative assets, furniture, equipment, and other company properties.
• Monitor asset allocation, movement, maintenance, and disposal.
• Conduct periodic physical verification and reconcile asset records.
• Ensure appropriate controls are in place to minimise asset loss, damage, or misuse.

5. Procurement & Cost Management

• Coordinate procurement of office, facility, and administrative requirements.
• Obtain quotations and support vendor selection in accordance with company procedures.
• Monitor administrative expenses against approved budgets.
• Identify opportunities for cost optimisation and process improvement.
• Ensure timely processing of invoices and payments.

6. Compliance & Documentation

• Ensure compliance with applicable administrative, safety, and statutory requirements.
• Maintain necessary licences, agreements, service contracts, and administrative records.
• Support internal and external audits and ensure timely closure of audit observations.
• Maintain proper documentation, registers, trackers, and MIS for administrative activities.

7. Multi-Location Administration

• Coordinate administration activities across multiple branches, offices, workshops, and other locations.
• Establish and implement standard administrative processes and controls across locations.
• Conduct periodic reviews of administrative performance and compliance.
• Support new-location setup, expansion, relocation, and mobilisation activities.
• Coordinate with Operations, HR, Finance, Procurement, and other stakeholders for smooth location operations.

8. Reporting & MIS

• Prepare periodic administration reports, dashboards, and MIS.
• Track administrative costs, vendor performance, assets, facilities, contracts, and pending actions.
• Monitor key administrative metrics and identify areas requiring corrective action.
• Provide management with regular updates, analysis, and recommendations.

Key Competencies

• Facility & Infrastructure Management
• Vendor & Contract Management
• Cost Control & Budget Management
• Asset & Inventory Management
• Procurement Coordination
• Administrative Compliance & Audit Management
• Multi-Location Operations
• Negotiation & Stakeholder Management
• Problem Solving & Decision Making
• Team Management
• MS Office & Administrative MIS

Key Performance Indicators (KPIs)

• Administrative cost optimisation against budget
• Vendor SLA compliance and service quality
• Facility uptime and maintenance efficiency
• Timely resolution and closure of administrative issues
• Asset accuracy, utilisation, and control
• Timely completion of new-location setup and mobilisation
• Procurement turnaround time
• Contract and licence renewal compliance
• Reduction in recurring operational and facility-related issues
• Timely submission of administration MIS and reports

Experience & Qualification

• Graduate degree in any discipline; Administration, Business Management, or a related field preferred.
• 7–10+ years of relevant experience in General Administration / Facility Management.
• Experience in managing administration across multiple locations will be an added advantage.
• Experience in vendor management, facility operations, procurement coordination, asset management, and administrative compliance.
• Strong communication, coordination, negotiation, and people-management skills.
• Proficiency in MS Office and administrative MIS/reporting.
• Ability to manage multiple priorities and work effectively with cross-functional teams.

To Apply: Send your profile to [email removed] with the role title and preferred city in the subject line.