Administration Assistant

Position Summary:
We are seeking a highly organized and proactive Administration & Facilities Manager to oversee the seamless operation of our office infrastructure and administrative services. This role is pivotal in ensuring a safe, efficient, and productive work environment by managing property maintenance, travel logistics, vendor relationships, and office administration across multiple locations. The ideal candidate will be a strategic problem-solver with a strong focus on cost-effectiveness and quality service delivery.

Key Responsibilities

1. Facilities & Infrastructure Management

• Manage the comprehensive upkeep, maintenance, and operational performance of all company properties (Santosha, Meadows, ECA Building).
• Implement and rigorously adhere to preventive maintenance schedules, ensuring all repairs are conducted promptly and to a high standard.
• Monitor and optimize utility consumption, and ensure full compliance with all health, safety, and regulatory standards.

2. Travel, Transport & Logistics Management

• Oversee all staff and visitor transportation, including cab services for daily commutes and official requirements.
• Manage the corporate travel desk, coordinating end-to-end arrangements such as flight and train bookings, hotel accommodations, and detailed itinerary planning.
• Liaise with travel agencies and vendors to negotiate favorable terms, ensuring cost-efficiency, reliability, and high-quality service.

3. Office Administration & Procurement

• Procure and manage the inventory of all stationery, office supplies, and consumables for all locations.
• Maintain optimal stock levels through systematic inventory control and timely replenishment.
• Provide comprehensive logistical support for company events, meetings, and conferences.

4. Vendor & Contract Management

• Source, evaluate, and onboard vendors for facilities, travel, administrative services, and other operational needs.
• Negotiate contracts and Service Level Agreements (SLAs) to secure cost-effective and high-quality services.
• Conduct regular vendor performance reviews to ensure adherence to agreed terms and drive continuous improvement.
• Maintain a centralized vendor database, contract repository, and payment schedules in coordination with the Finance department.

5. Compliance, Documentation & Reporting

• Maintain accurate and up-to-date records for all property maintenance, vendor contracts, travel bookings, and inventory.
• Prepare and present periodic Management Information System (MIS) reports on administrative expenditures and activities.
• Ensure strict adherence to company policies, statutory regulations, and health & safety protocols.

Qualifications & Competencies

• Proven experience in facilities management, office administration, or a similar role.
• Exceptional organizational and multitasking abilities with a keen attention to detail.
• Strong negotiation, vendor management, and relationship-building skills.
• Excellent verbal and written communication and interpersonal skills.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook).
• Working knowledge of facility management software (e.g., CAFM) and travel management systems is highly desirable.

Job Types: Full-time, Permanent

Pay: ₹30,000.00 - ₹50,000.00 per month

Benefits:

• Provident Fund

Language:

• English (Preferred)

Work Location: In person