Admin Manager

Position Overview:

The Admin Lead will be responsible for overseeing and optimizing all administrative operations

across NGRT locations to ensure cost-efficient, compliant, and well-maintained facilities. The

role includes managing vendors, facilities, inventory, and assets while driving process

consistency across offices and stores. The Admin Lead will travel to NGRT locations for

regular audits, conduct training programs for staff, and ensure all facilities meet safety and

operational standards.

Key Responsibilities

1. Facility & Operations Management

• Oversee daily facility operations including housekeeping, maintenance, and security

across all NGRT locations.

• Ensure proper upkeep and availability of cleaning materials, safety equipment, and fire

extinguishers.

• Plan and monitor preventive maintenance schedules and ensure smooth functioning of

utilities and internet connectivity.

• Implement and track workplace safety measures across all facilities.

2. Cost Optimization & Budget Control

• Identify and implement cost-saving opportunities across administrative functions

including housekeeping, logistics, and utilities.

• Prepare, monitor, and control the annual admin budget to ensure efficient resource

utilization.

• Review vendor contracts and pricing periodically to achieve better service quality and

cost efficiency.

• Drive process automation and standardization for greater operational efficiency.

3. Indirect Purchase & Inventory Management

• Oversee procurement and stock management for all administrative supplies, ensuring

optimum levels for both internal consumption and in-use assets.

• Maintain accurate inventory records and monitor usage to prevent wastage and

overstocking.

• Supervise dispatch of branded materials such as paper bags, ID cards, and uniforms to

stores.

• Ensure periodic reconciliation of stock and maintain accountability for issued items.

4. Asset & Compliance Management

• Maintain an updated asset register and track allocation, tagging, transfer, and disposal

of assets.

• Ensure compliance with statutory and regulatory requirements, including Gumasta

licence registration and renewal for new and existing stores.

• Conduct periodic safety audits and ensure adherence to fire, health, and environment

standards.

5. Vendor & Service Management

• Manage relationships with service providers for housekeeping, security, maintenance,

and travel bookings.

• Evaluate vendor performance, ensure timely renewals, and maintain complete

documentation.

• Negotiate and finalize vendor contracts ensuring cost-effectiveness and consistent

service delivery.

6. Audit, Feedback & Continuous Improvement

• Travel to all NGRT locations at least once every two quarters to conduct detailed admin

audits covering facility conditions, compliance, and asset verification.

• Prepare audit reports and share actionable recommendations for improvement.

• Gather on-ground feedback from store teams and implement process improvements

based on findings.

• Standardize operating procedures for consistent administration across locations.

7. Training & Awareness

• Conduct regular training sessions for housekeeping, security, and maintenance

teams on hygiene standards, conduct, and performance expectations.

• Organize periodic safety and fire extinguisher handling workshops for all store and

office staff.

• Ensure all employees are aware of emergency procedures and safety protocols.

8. Travel & Booking Management

• Oversee all official travel arrangements, including commute and accommodation

bookings, as per company policy.

• Ensure bookings are cost-efficient and completed within approved budgets.

• Maintain a database of preferred vendors and negotiated corporate rates for travel and

lodging.

9. Coordination & Team Leadership

• Lead and mentor the admin team to ensure task ownership, accountability, and timely

completion of assignments.

• Collaborate with HR, Finance, and Operations teams to align administrative support

with business requirements.

• Ensure seamless communication and reporting across departments and regions.

Qualifications & Experience :

• Bachelor’s degree in Business Administration, Facility Management, or related field.

• 5–8 years of experience in administration, facilities, or operations management,

preferably in a multi-location retail setup.

• Strong background in cost management, vendor coordination, and asset control.

• Proven ability to conduct audits, drive process improvements, and lead on-ground

teams.

• Excellent communication, negotiation, and leadership skills.

• Willingness to travel extensively across NGRT locations.