The Knowledge Center, Gurgaon is a state-of-the-art material experience and innovation hub designed to empower professionals in the architecture, design, and construction industry. We provide a dynamic platform that seamlessly integrates physical libraries with intelligent digital systems, enabling architects, designers, and builders to discover, evaluate, and source building materials with ease.

Role Overview

The Admin Manager will be responsible for overseeing all administrative operations of the Knowledge Center, ensuring smooth functioning of office services, housekeeping, security, and vendor management. The role requires close coordination with the Facility Management, Coworking, and Event Management teams to maintain infrastructure, office supplies, and compliance standards while supporting all departments in daily operations.

Key Responsibilities

Administrative Facility Management

Oversee housekeeping, security, and office services, ensuring high standards of cleanliness, safety, and functionality.
Coordinate with the Facility Management team for timely upkeep of infrastructure, preventive maintenance, and vendor services.
Manage procurement, distribution, and inventory of office supplies and equipment, ensuring cost efficiency.
Coordinate workspace allocation and provide assistance to employees regarding office-related needs.

Vendor Contract Management

Maintain strong relationships with vendors and service providers, negotiating and managing contracts for cleaning, catering, security, IT support, and other administrative services.
Ensure vendors comply with organizational standards and service-level agreements.

Event Internal Coordination

Assist in organizing internal meetings, events, and functions, ensuring logistical arrangements such as seating, equipment, and refreshments.
Coordinate with Coworking and Event Management teams to ensure smooth execution of events.
Facilitate visitor management and entry protocols, ensuring a professional and welcoming environment.

Compliance Reporting

Maintain records of administrative documentation, including service agreements, maintenance schedules, and vendor contracts.
Ensure filing and retrieval systems are accurate and accessible.
Ensure administrative operations comply with local regulations and organizational policies.
Prepare MIS reports, facility usage reports, and regulatory documentation as required.

Department Support

Provide administrative assistance to all departments, ensuring smooth office operations.
Act as a point of coordination for cross-functional teams to resolve office-related issues efficiently.

Requirements

Education: Graduate / MBA.
Experience: 5+ years of relevant experience in administrative management, facility management, or office operations. Strong organizational and leadership skills. Experience in vendor management, procurement, and contract administration. Proficiency in MS Office, ERP, or administrative management tools. Excellent communication and interpersonal skills. Ability to manage multiple priorities in a fast-paced environment.

Skills Competencies

Problem-solving and decision-making capabilities in administrative operations.
Strong vendor negotiation and relationship management skills.
Attention to detail and adherence to compliance and safety standards.
Ability to coordinate across multiple departments and manage resources efficiently.
Professionalism in handling employees, visitors, and external service providers.

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Admin Manager