Job
Description
Job description:
Job Summary:
We are looking for an experienced and well-organized Admin / Procurement Manager to oversee all administrative, facility, and procurement activities of the organization. The role involves managing vendor relations, ensuring smooth office operations, conducting market visits, handling venue bookings, coordinating events, and maintaining efficient liaisoning between internal departments and external agencies.
Key Responsibilities:
1. Procurement & Vendor Management:
A. Manage end-to-end procurement process — requirement identification, quotation collection, vendor comparison, purchase order creation, and delivery tracking.
B. Conduct market visits for vendor assessment, price benchmarking, and sourcing new suppliers.
C. Negotiate rates, payment terms, and contracts to achieve cost efficiency.
D. Maintain vendor performance records and ensure adherence to service level agreements (SLAs).
E. Coordinate with finance for purchase documentation, invoice clearance, and timely vendor payments.
F. Ensure proper stock levels and control over inventory of consumables and office supplies.
2. Administration & Office Operations:
A. Supervise all day-to-day administrative operations, ensuring smooth functioning of the office.
B. Manage housekeeping, security, and facility maintenance teams for hygiene and safety standards.
C. Oversee reception, courier dispatch, travel desk, canteen, and transportation activities.
D. Manage office equipment, stationery, pantry items, and utility services (electricity, water, internet, etc.).
E. Maintain office discipline and ensure adherence to company policies.
F. Coordinate repairs, renovations, and AMC services with contractors and service providers.
G. Maintain proper documentation of office assets, their tracking, and periodic audits.
H. Ensure renewal of licenses, Policies, agreements, and statutory compliance related to building, lease, etc.
I. Monitor visitor management system and ensure proper security protocols are followed.
3. Event & Venue Coordination:
A. Organise and manage official events, conferences, R&R (Rewards & Recognition) ceremonies, corporate parties, and team gatherings.
B. Handle venue booking, catering arrangements, decoration, audio-visual setup, and vendor coordination.
C. Support HR and Operations teams in planning and executing employee engagement programs.
D. Manage event budgets and post-event documentation for expense settlements.
4. Liaisoning & Interdepartmental Coordination:
A. Liaise with building management, local authorities, and government departments for statutory or administrative requirements.
B. Coordinate with HR, IT, Finance, Operations, and Projects departments for cross-functional administrative needs.
C. Ensure effective communication between departments to resolve issues and streamline workflow.
D. Handle external communications and represent the organization in administrative discussions when required.
5. Documentation & Compliance:
A. Maintain organized records of contracts, purchase orders, bills, and administrative documentation.
B. Ensure compliance with company policies, procurement norms, and safety regulations.
C. Assist in audit preparation, provide documentation, and ensure timely closure of audit observations.
D. Keep track of rental agreements, insurance policies, and renewal schedules.
E. Prepare MIS reports, dashboards, and summaries for management review.
6. Facility & Asset Management:
A. Oversee management of company properties, assets, and equipment.
B. Implement preventive maintenance schedules for electrical, mechanical, and IT infrastructure.
C. Conduct periodic asset verification and tagging.
D. Manage cleaning contracts, pest control, HVAC systems, and office environment standards.
E. Coordinate with facility vendors for quick resolution of issues and regular maintenance follow-up.
7. Additional Administrative Functions:
A. Assist in on-boarding of new employees by arranging workspace, ID cards, and basic amenities.
B. Monitor attendance systems, office timings, and general staff discipline.
C. Handle emergency preparedness (fire drills, evacuation plans, first-aid arrangements).
D. Coordinate for company transportation and driver management.
E. Support management with any special administrative assignments or corporate initiatives.
8. Skills & Competencies:
A. Excellent negotiation, communication, and coordination skills.
B. Sound knowledge of administrative procedures and procurement best practices.
C. Proficiency in MS Office, Excel, and ERP systems.
D. Strong organisational and time management skills.
E. Problem-solving attitude with ability to multitask and prioritise.
F. Integrity, reliability, and a hands-on approach to day-to-day issues.
9. Educational Qualification:
Bachelor’s degree or equivalent diploma in Business Administration, Management, Commerce, Supply Chain, or related field.
[Certification in Procurement or Facility Management preferred.]
