Administration Manager

Role & responsibilities

Role Overview

The Admin & Facilities Manager will oversee the end-to-end management of store facilities, infrastructure maintenance, vendor coordination, property agreements, and administrative operations across all retail outlets. This role ensures smooth functioning of store facilities, compliance with standards, timely maintenance, and effective vendor and team coordination to support business operations.

Key Responsibilities

1. Facilities Management

• Oversee maintenance and repair of store infrastructure, including ACs, civil works, LED lights, furniture, glasswork, shutters, water dispensers, false ceilings, and store paintings.
• Ensure cleanliness and proper functioning of all store facilities.
• Manage property-related documentation and upkeep.

2. Vendor Management

• Identify and maintain relationships with reliable vendors for Admin-related works.
• Negotiate pricing and contract terms.
• Manage AMCs and ensure timely renewals.
• Monitor vendor performance for quality service delivery.

3. Branding & Store Maintenance

• Oversee placement and upkeep of store signage and branding boards.
• Coordinate store improvements, renovations, and refurbishments.
• Maintain consistent brand standards across all stores.

4. Electrical & Civil Works Coordination

• Supervise repairs and maintenance of electrical systems and civil works.
• Ensure compliance with safety standards.
• Resolve operational issues affecting store functions.

5. Insurance & Compliance

• Manage general insurance for store assets, fixtures, and liabilities.
• Ensure compliance with regulatory and safety requirements.
• Maintain updated documents for audits.

6. Property Agreement Management

• Handle new store agreements, lease negotiations, and documentation.
• Manage renewals with favourable terms.
• Negotiate rent increments or reductions based on business goals.
• Ensure agreements comply with company guidelines.

7. Vehicle Management

• Oversee new vehicle registrations.
• Manage repair, service, and routine maintenance.
• Maintain compliance and documentation.

9. Team Handling

• Lead and guide the administrative team.
• Allocate responsibilities and monitor performance.
• Provide training to ensure smooth operations.

Skills & Qualifications

• Strong experience in facilities management and vendor handling.
• Knowledge of AC systems, civil and electrical works, furniture, and glasswork.
• Expertise in AMCs, insurance, and vendor contracts.
• Excellent leadership, communication, and organizational skills.
• Ability to multitask in a fast-paced environment.
• Proficiency in MS Office.
• Experience in retail store operations is essential.

Key Competencies

• Leadership & Team Management
• Vendor Relationship Management
• Facilities & Maintenance Oversight
• Budgeting & Pricing Negotiation
• Customer Service Orientation
• Attention to Detail
• Problem-Solving
• Time Management

Desired Experience

• 5+ years in admin or facilities management roles.
• Minimum 3 years in retail store operations.
• Proven experience in vendor negotiations and team handlin