Responsibilities & Key Deliverables

• Managing and overseeing all aspects of facility and administration management including front office, visitor management, cafeteria operations, housekeeping, inventory management, waste disposal, building security, and parking space allocation.
• Allocating office space based on departmental needs and optimizing space utilization.
• Inspecting building structures, identifying repair or renovation needs, and managing refurbishment projects.
• Ensuring equipment upkeep to meet health and safety standards.
• Managing safety and security for assets and personnel, ensuring compliance with statutory and legal requirements.
• Developing and implementing administrative systems and procedures to enhance operational efficiency.
• Analyzing current workflows and implementing systems for preventive maintenance, pantry operations, procurement of office supplies, and waste disposal.
• Overseeing cafeteria management to ensure quality and cost-efficiency.
• Vendor and contract management including evaluating vendors, negotiating contracts, and managing annual maintenance contracts.
• Monitoring inventory of office supplies, purchasing new materials while considering budgetary constraints, and creating budgets for maintenance and operational contracts.
• Organizing and managing in-house events, coordinating logistics, and vendor support.
• Ensuring compliance with statutory regulations by liaising with government authorities and licensing departments. Addressing GST-related queries and ensuring vendor compliance with statutory requirements.
• Preparing MIS reports, monthly summaries, and deviation reports for senior management. Maintaining records including maintenance bills, payment details, and compliance documentation.

Experience

8 - 10 years of experience in facility and administration management in larger corporate organizations, conglomerates, or multinational companies.

Industry Preferred

Experience in facility and administration management in larger corporate organizations, conglomerates, or multinational companies is preferred.

Qualifications

Minimum of a Graduation Degree in any relevant field.

General Requirements

As a Manager - Administration, the ideal candidate should demonstrate very high levels of initiative, self-drive, and achievement orientation with a strong focus on meeting deadlines. Ability to exercise discretion, judgment, and initiative is crucial. Excellent stakeholder engagement and influencing skills are essential. Strong problem-solving abilities and prioritization skills are required. Proficiency in written and verbal communication, as well as technical communication, is necessary. Working knowledge of general administration principles, service management, facilities management, travel, and events is expected. Proven experience in negotiating with vendors/suppliers, and proficiency in Excel and presentation skills are advantages.