Manager - Administration, Facilities & Operations

Manager – Administration, Facilities & Operations

Location: Pune

Experience: 8–15 years

Reporting to: Senior Management

The Role

We are looking for a highly organized, proactive and hands-on Manager – Administration, Facilities & Operations to take ownership of the smooth day-to-day functioning of our organization.

This is a high-ownership role for someone who can anticipate requirements, solve problems and make things happen without constant supervision.

The person will be responsible for the office environment, facilities, travel, transport, visitors, administrative services, support staff, vendors and routine HR administration.

Key Responsibilities

Office & Facilities

• Own day-to-day office administration and workplace readiness.
• Ensure high standards of cleanliness, hygiene, maintenance and presentation.
• Manage stationery, consumables, pantry and office supplies.
• Coordinate repairs, maintenance, AMCs, utilities and facility services.
• Maintain preventive-maintenance, renewal and inventory trackers.

Travel & Executive Support

• Manage domestic and international travel, including flights, hotels, visas, insurance, transfers and itineraries.
• Handle changes, cancellations and last-minute travel requirements.
• Coordinate requirements for senior management, employees and visitors.

Visitors & Office Coordination

• Manage visitor arrangements, meeting rooms, access, parking and hospitality.
• Coordinate visits by customers, investors, government/defence officials and other stakeholders.
• Ensure the office is appropriately prepared for important meetings and visits.

Transport & Support Staff

• Manage the company's drivers, including duty allocation, schedules, attendance and leave.
• Coordinate vehicle maintenance, insurance, servicing and documentation.
• Supervise housekeeping staff and maintain workplace service standards.
• Ensure continuity of services during staff absence.

HR Administration

• Support joining, onboarding and exit formalities.
• Maintain employee administrative records, attendance and leave information.
• Coordinate interviews and routine recruitment logistics.
• Support employee welfare and day-to-day HR administration.

Events & Exhibitions

• Own administrative and logistical coordination for exhibitions, conferences, demonstrations and corporate events.
• Coordinate travel, accommodation, vendors, branding, visitor passes, equipment movement and on-site requirements.
• Ensure events are executed against clear checklists, timelines and budgets.

Vendor & Administrative Management

• Manage routine administrative, facility, travel and service vendors.
• Obtain quotations, negotiate routine commercial terms and monitor service quality.
• Maintain vendor records and ensure timely resolution of service issues.
• Track administrative expenditure and coordinate with Finance.

What We Are Looking For

The successful candidate will demonstrate:

• Strong ownership and accountability
• Exceptional organization and attention to detail
• Proactive problem-solving and follow-through
• Ability to multi task calmly and effectively
• Strong interpersonal and communication skills
• Ability to manage support staff and vendors firmly and professionally
• High levels of discretion and confidentiality
• A practical, hands-on approach
• Fully proficient in AI, MS Office and Excel
• Experience with domestic and international travel coordination

Experience & Qualifications

• Graduate in any discipline.
• Fluency in English
• 8–15 years of relevant experience in administration, facilities, office operations or corporate operations.
• Experience managing support staff, vendors and facilities is essential.
• Experience in corporate travel and event/exhibition logistics is highly desirable.
• Experience in aerospace, defence, engineering, manufacturing or technology organizations will be an advantage.

What Success Looks Like

The successful candidate will make sure that problems are solved before they reach senior management and everything runs smoothly.