Administration Manager

Administration & Facility Management

• Manage overall administrative operations for the corporate office, warehouses, and retail stores.
• Ensure smooth functioning of office facilities, utilities, housekeeping, security, pantry, and maintenance services.
• Oversee office space planning, seating arrangements, and infrastructure maintenance.
• Ensure timely maintenance of office equipment, furniture, and assets.
• Vendor ManagementIdentify, negotiate, and manage vendors for housekeeping, security, facility management, travel, transport, stationery, and office maintenance.
• Monitor vendor performance and ensure service quality as per agreed SLAs.
• Process vendor invoices and ensure timely payments in coordination with the finance team.

Asset & Inventory Management

• Maintain records of office assets, furniture, equipment, and administrative inventory.
• Conduct periodic asset verification and ensure proper utilization.
• Oversee procurement and inventory of office supplies and consumables.

Budget & Cost Control

• Prepare and manage the annual administration budget.
• Monitor administrative expenses and implement cost-saving initiatives.
• Ensure optimal utilization of resources while maintaining service quality.

Compliance & Safety

• Ensure compliance with company policies and statutory requirements related to administration.
• Coordinate fire safety audits, emergency preparedness, and workplace safety initiatives.
• Maintain required licenses, permits, and records for office operations.
• Support internal and external audits by providing administrative documentation.

Travel & Employee Support

• Manage employee travel arrangements, hotel bookings, and transportation.
• Coordinate employee events, meetings, conferences, and office functions.
• Ensure smooth onboarding logistics for new employees, including workspace and asset allocation.

Team Management

• Lead and supervise the administration, housekeeping, security, and facility teams.
• Set performance goals, provide coaching, and monitor team productivity.
• Ensure effective manpower planning for administrative operations.

Reporting

• Prepare monthly MIS reports on administrative expenses, vendor performance, facility maintenance, and asset management.
• Track administrative KPIs and present reports to senior management.
• Recommend process improvements to enhance operational efficiency.

Required Skills

• Strong administration and facility management expertise.
• Vendor management and contract negotiation skills.
• Budget planning and cost control.
• Asset and inventory management.
• Knowledge of statutory compliance and workplace safety.
• Excellent leadership and people management skills.
• Strong communication, coordination, and problem-solving abilities.
• Proficiency in MS Office (Excel, Word, PowerPoint) and ERP systems.