Deputy Manager-Administration

Key Responsibilities

Site Administration & Facility Operations

• Manage daily administration activities including housekeeping, security, pantry, cafeteria, transport, courier, and office support services.
• Ensure smooth functioning of all workplace facilities and maintain high standards of hygiene, safety, and maintenance.
• Conduct routine facility inspections and implement corrective actions for identified gaps.
• Coordinate employee seating, workplace readiness, and space utilization requirements.
• Ensure uninterrupted support services for employees, customers, auditors, and visitors.

Hospitality & Protocol Management

• Coordinate arrangements for leadership visits, customer visits, audits, and official events.
• Ensure professional hospitality services and seamless visitor management.
• Support business meetings, conferences, town halls, and engagement activities.

Vendor & Contract Management

• Manage housekeeping, security, pest control, transport, cafeteria, water supply, and other service providers.
• Monitor vendor performance against agreed service levels and contractual obligations.
• Conduct periodic reviews and recommend improvement initiatives.
• Validate invoices and ensure timely submission for processing.

Governance, Compliance & Safety

• Ensure compliance with organizational policies, SOPs, and site administration guidelines.
• Support internal audits, compliance reviews, and statutory inspections.
• Maintain proper documentation of contracts, licenses, records, and approvals.
• Coordinate with EHS and Security teams for workplace safety initiatives and regulatory compliance.

Infrastructure & Maintenance

• Coordinate preventive and breakdown maintenance activities for office infrastructure.
• Monitor civil, electrical, plumbing, HVAC, and facility-related works.
• Support execution of renovation, refurbishment, and workplace improvement projects.
• Ensure optimal upkeep of office premises and surrounding areas.

MIS & Financial Control

• Track administration expenses and support budget adherence.
• Maintain records of purchase requisitions, work orders, invoices, and payments.
• Prepare weekly and monthly MIS reports on site administration activities.
• Monitor cost-saving opportunities and process improvements.

Stakeholder Coordination

• Act as the primary administration contact for Nagpur site employees and functional teams.
• Coordinate with HR, Finance, Procurement, IT, Security, and EHS teams to resolve operational requirements.
• Escalate critical issues to the Lead Admin with recommended actions.

Team Management

• Supervise site administration executives, housekeeping personnel, and outsourced service providers.
• Drive accountability, service excellence, and continuous improvement.
• Support training and development of site support staff.

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Key Deliverables

• 100% operational readiness of administration services.
• High employee and visitor satisfaction levels.
• Timely closure of facility-related issues.
• Compliance with audit, safety, and governance requirements.
• Effective vendor management and SLA adherence.
• Timely reporting and budget control.

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Qualifications

• Graduate in Business Administration, Facility Management, Hospitality Management, or related discipline.
• Certification in Facility Management, Workplace Management, or Administration preferred.
• Experience in manufacturing, industrial, MRO, aviation, automotive, or corporate office environments preferred.

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