Admin - Assistant Manager

Position/Business Title: Assistant Manager- Admin

COMPENSATION TEAM USE ONLY

Location (city): Mumbai (Thane)

Job Level/Comp Grade:

Business Unit and Department: CMG - Admin

Job Code:

Reports to (what job): Sr Manager, Admin

Job Profile:

Date:

FLSA Status (US Only):

Reviewed By:

Position Description Summary Summarize the main purpose or objective of this job.

The candidate will be responsible for managing end-to-end administrative operations, ensuring the efficient delivery of facility management, security services, and employee transportation. The role requires hands-on experience in overseeing day-to-day administration activities, vendor and stakeholder management, statutory compliance, workplace services, and employee support initiatives. The ideal candidate should possess strong operational expertise, problem-solving abilities, and the capability to coordinate with cross-functional teams to maintain a safe, compliant, and employee-friendly work environment. Additionally, the role involves driving service excellence, optimizing administrative processes, managing budgets, and ensuring seamless execution of workplace operations in line with organizational standards.

Essential Duties and Responsibilities

% of Time:

Do not to list duties and responsibilities less than 10%

75%

Routine Activities

• Manage overall administration and facility operations and be a SPOC for the office premises.
• Oversee housekeeping services to ensure a clean, safe, and professional work environment.
• Coordinate facility maintenance activities, including preventive and corrective maintenance.
• Manage and monitor security operations, access control systems, and employee safety measures.
• Handle employee transportation operations, vendor coordination, and service delivery management.
• Build and maintain effective relationships with vendors, ensuring adherence to service level agreements.
• Address employee requests, concerns, and day-to-day administrative issues in a timely manner.
• Ensure compliance with statutory requirements, company policies, and administrative procedures.
• Support internal and external audits by maintaining accurate documentation and records.
• Monitor facility-related budgets, service quality, and operational efficiency.
• Coordinate and support office events, projects, and other ad-hoc administrative requirements as assigned.
• Prepare periodic Daily/Weekly/Monthly reports related to administration, facility management, security, transport, and vendor performance.
• Responsible for end-to-end operational management of physical security functions , ensuring adherence to established security procedures, industry standards, and budgetary requirements.
• Ensure the safety and security of the facility, employees, assets, and infrastructure during night shifts.
• Investigate security incidents, frauds, and policy violations impacting the organization, prepare detailed reports, and ensure timely closure of corrective actions.
• Lead and manage emergency situations, crises, and security-related incidents during night operations, ensuring 24x7 operational readiness.
• Manage security vendors and ensure all deployed personnel have completed Background Verification (BGV) and Police Verification (PV) as per organizational requirements.
• Conduct periodic compliance checks of vendor personnel, maintain documentation, and ensure adherence to company policies and statutory requirements.
• Respond promptly to emails, employee requests, incidents, complaints, and security concerns.
• Conduct routine floor walks and facility inspections to identify security risks, safety concerns, and infrastructure issues.
• Ensure employees comply with company security policies, information security requirements, and workplace security standards.
• Conduct Clean Desk Audits, Locker Audits, and other security compliance checks on a monthly and quarterly basis.
• The above scope of work is not limited to the responsibilities listed and may include other duties and assignments based on business and operational requirements from time to time.
• undefined

25%

Skills

• Hands-on experience (Min 5-10years) in Facilities Management, Security Operations, and Employee Transportation Management.
• Strong knowledge of Housekeeping, Maintenance, workplace services, OPEX, CAPEX, Travel & Accommodation and vendor management.
• Experience in handling statutory compliance, audits, and documentation requirements.
• Excellent stakeholder management, communication, and problem-solving skills.
• Ability to manage multiple priorities in a fast-paced corporate environment.
• Proficiency in Microsoft Office applications, reporting, and administrative systems.
• Proactive, and capable of independently managing day-to-day administrative operations.
• Excellent stakeholder management, leadership, communication, and analytical skills.
• Familiarity with statutory compliance, safety regulations, and corporate security best practices.
• Proficiency in MS Office, security reporting tools, and incident management systems.

%

Total Time (Must Equal 100%)

Job Qualifications

Education: (Describe the minimum, relevant education required to perform the job. Then list additional preferred or desired education. Include the phrase “or equivalent “at the end of the minimum requirements.) – Min 3years Diploma passed out and above

Experience: (List the minimum, relevant amount of experience required to perform the job. Then list additional preferred or desired experience. Include the phrase “or equivalent” at the end of the minimum requirements.) Experience in IT/ITES, Corporate, or Large Campus environments is preferred.

Other Knowledge, Skills, Abilities or Certifications: (First list requirements, followed by preferences.) - Complete knowledge of Admin operations / Good communication skills both verbally & email communication / Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint, Outlook) and facility/security management tools.

Physical Requirements

These include percentage of time standing, walking, sitting, climbing, etc. Reasonable accommodations may be made to enable individuals with disabilities to perform essential duties and responsibilities.

NA

Supervisory Responsibilities Include responsibilities such as hiring/firing, approving time worked; deciding performance rating; deciding pay increases, disciplining; and resolving complaints/issues. Indicate number of direct and indirect reports (reporting up to this job through others).

NA

Working Environment

Indicate if normal office environment or if exposed to any hazards.

NA

Travel Requirements

List travel requirements of the job by indicating typical weekly, monthly, or annual percentage of time. Indicate whether travel will be domestic or international. If no travel requirements, indicate N/A.

NA

The above statements are intended to describe the general nature and level of work being performed by most people assigned to this job. They are not intended to be an exhaustive list of all duties, responsibilities, and requirements.

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Equal Employment Opportunities at First Advantage
First Advantage is an equal opportunity employer. We are committed to providing a workplace and recruitment process that is free from unlawful discrimination, harassment, and retaliation. Employment decisions at First Advantage are based solely on qualifications, merit, and business needs. We do not discriminate in any aspect of employment on the basis of race, color, national origin, ancestry, citizenship, religion, creed, sex, gender identity, gender expression, sexual orientation, marital or family status, pregnancy, age, physical or mental disability, medical condition, genetic information, veteran or military status, or any other characteristic protected by applicable law.