Admin Supervisor

Job Description

Job Summary: The Admin Supervisor is responsible for overseeing the daily administrative operations of the organization to ensure smooth, efficient, and cost-effective functioning. This role involves managing office resources, supervising administrative staff, coordinating with other departments, enforcing administrative policies, and overseeing facilities and vendor management. The ideal candidate will possess strong leadership qualities, excellent organizational and communication skills, and the ability to make sound decisions in a fast-paced environment. Key Responsibilities: 1. Team Supervision Lead, supervise, and support the administrative team, assigning tasks and monitoring performance. Provide training and coaching to enhance staff skills and job performance. Conduct performance evaluations, and assist in the recruitment, onboarding, and retention of administrative personnel. 2. Office Operations Management Ensure the daily operations of the office are smooth and efficient. Implement and maintain office procedures, protocols, and policies. Oversee maintenance, cleanliness, and functionality of office facilities and equipment. 3. Coordination and Communication Act as a liaison between departments to facilitate communication and workflow. Coordinate meetings, conferences, and company events, managing all logistical aspects. Manage internal and external correspondence, emails, and phone communications professionally. 4. Budget Management and Financial Assistance Assist in planning and managing the administrative budget. Track expenses, review and approve invoices, purchase orders, and financial reports. Source cost-effective suppliers and negotiate contracts to optimize office spending. 5. Data Management and Reporting Maintain accurate and up-to-date records, files, and documentation. Prepare reports related to office operations, expenses, and team performance. Analyze administrative data and provide insights for process improvements. 6. Scheduling and Calendar Management Manage executive and team calendars for meetings, travel, and appointments. Coordinate travel logistics including transportation, accommodation, and itineraries. Prepare meeting agendas, documents, and ensure follow-ups on action points. 7. Project Management Plan and execute administrative projects, ensuring resources, timelines, and deliverables are met. Track progress and provide updates to management on project milestones and results. 8. Policy Development and Compliance Draft, update, and enforce administrative policies in line with organizational and legal standards. Monitor compliance and address any issues related to administrative regulations. Keep informed on policy updates and industry best practices. 9. Problem Solving and Decision Making Resolve escalated issues within the administrative function effectively and efficiently. Make informed decisions on staffing, resource allocation, and procedural changes. Act as a backup to senior administrative roles when needed. 10. Vendor and Supplier Management Develop and maintain relationships with vendors, suppliers, and service providers. Manage vendor contracts, pricing negotiations, and ensure timely delivery of services and products. Oversee inventory and procurement of office supplies and equipment. 11. Technology and System Management Maintain administrative software and office systems to ensure operational continuity. Coordinate with IT for support and system improvements. Introduce and manage tools that enhance administrative efficiency. Key Focus Areas: Budgeting & Cost Control: Optimize administrative costs while maintaining quality of service. Vendor Management: Ensure cost-effective and reliable vendor partnerships through negotiation and oversight. Qualifications: Bachelor’s degree in Business Administration, Management, or a related field (preferred). Proven experience in an administrative or supervisory role (3–5 years minimum). Strong organizational, interpersonal, and leadership skills. Proficiency in MS Office Suite and office management software. Excellent written and verbal communication abilities. Work Conditions: Office-based with occasional travel for meetings or vendor coordination. May require working extended hours to meet deadlines or support organizational events. Job Type: Full-time Pay: ₹20,000.00 - ₹25,000.00 per month Benefits: Paid sick time Provident Fund Schedule: Day shift Ability to commute/relocate: Solan, Himachal Pradesh: Reliably commute or planning to relocate before starting work (Required) Education: Bachelor's (Preferred) Experience: Office management: 2 years (Preferred)