Administration Manager

Job description

**Role Overview** The Manager Administration will be responsible for managing end-to-end workplace and facility operations, ensuring a safe, compliant, efficient, and employee-centric office environment. The role will oversee office administration, facilities management, vendor and contract staff operations, workplace services, security, maintenance, compliance, and employee support functions to ensure seamless business operations. **Key Responsibilities** **Office Administration & Space Management** - Manage the day-to-day administration of a large corporate office, including cabins, workstations, meeting rooms, and common areas. - Ensure optimal space utilization and workplace readiness for employees and visitors. - Drive workplace efficiency through effective space planning and administration practices. **Cabin & Workstation Allocation** - Manage cabin allocation for leadership and workstation allocation for employees and new joiners. - Ensure timely workspace readiness and effective utilization of office infrastructure. **Employee Lifecycle Management** - Support onboarding activities, including workstation setup, welcome kits, and induction coordination. - Manage employee exit clearance processes and ensure adherence to defined timelines. **Event & Employee Engagement Management** - Plan and execute employee engagement initiatives, townhalls, leadership meetings, celebrations, and corporate events. - Coordinate event logistics, vendor management, budgeting, and execution. **Contract Staff & Vendor Management** - Manage outsourced workforce, including housekeeping, pantry, security, and support staff. - Monitor attendance, deployment, grooming standards, productivity, and service quality. - Ensure vendor performance management and SLA compliance. **Canteen & Employee Services Management** - Oversee cafeteria operations, food quality, hygiene standards, and vendor performance. - Coordinate menu planning and employee feedback mechanisms to enhance service quality. **Compliance & Governance** - Ensure adherence to administrative, statutory, and organizational compliance requirements. - Maintain audit readiness, SOP compliance, documentation, and governance standards. - Support internal and external audits related to administration and facilities. **Regulatory & Local Authority Coordination** - Liaise with local authorities, municipal bodies, fire departments, and other regulatory agencies for approvals, inspections, and compliance requirements. **Billing, Budgeting & MIS Management** - Manage vendor billing, invoice verification, purchase requisitions, and payment coordination. - Track budgets, control administrative expenses, and maintain cost efficiencies. - Prepare MIS reports, dashboards, and management reviews related to administration and facilities operations. **Fire Safety & Emergency Preparedness** - Ensure fire safety systems, emergency response plans, evacuation procedures, and mock drills are conducted as per statutory requirements. - Maintain compliance with all applicable safety regulations. **Maintenance & Technical Operations** - Monitor preventive maintenance schedules for HVAC, electrical systems, UPS, DG sets, and other critical infrastructure. - Coordinate timely resolution of facility-related technical issues to ensure business continuity and minimal downtime. **Housekeeping, Hygiene & Soft Services Management** - Oversee housekeeping, pantry, pest control, deep cleaning, and hygiene management activities. - Ensure service quality, cleanliness standards, and adherence to SLAs. **Security & Digital Security Coordination** - Manage physical security operations, including access control systems, CCTV monitoring, visitor management, and incident handling. - Coordinate with internal stakeholders to ensure compliance with workplace and digital security protocols. **Inventory & Asset Management** - Manage office assets, consumables, stationery, and inventory requirements. - Conduct periodic stock audits and ensure optimum inventory levels at all times. **Employee Support & Workplace Experience** - Partner with HR and business teams to enhance workplace experience and employee satisfaction. - Support employee engagement initiatives, grievance resolution, and administrative support services. **Qualifications & Experience** - Graduate/Postgraduate in Administration, Facilities Management, Hospitality Management, Operations Management, Business Administration, or a related discipline. - Minimum **5 years of relevant experience** in Administration, Facilities Management, Workplace Operations, Corporate Services, or Office Management. - Proven experience in managing office administration, facility operations, vendor management, and employee support services. - Experience in handling security, maintenance, compliance, housekeeping, and outsourced staff management is preferred. - Exposure to large corporate office environments and multi-vendor coordination will be an advantage.