Administration Manager

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Job Summary

We are seeking an experienced Manager – Administration & Operations to lead end-to-end procurement planning, vendor management, IT asset coordination, employee travel management, expense processing, and overall administrative operations. The ideal candidate will have strong experience in procurement workflow tracking, financial coordination, grievance handling, and efficient administrative support.

Key Responsibilities

1. Advance Planning of IT Assets & Other Procurement

• Develop project wise monthly procurement plans for IT assets, office equipment, and operational supplies in coordination with the branch managers.
• Forecast requirements in coordination with IT, HR, Procurement, Finance, and Operations teams.
• Ensure timely initiation of procurement cycles to avoid shortages or delays.

2. Tracking of All Procurements

• Maintain end-to-end tracking of procurement requests from initiation to delivery.
• Update procurement dashboards and trackers for real-time monitoring.
• Ensure timely vendor follow-ups, delivery status checks, and closure of purchase orders.
• Ensure cost-effective procurement arrangements aligned with company policies.

3. Employee Travel Management

• Plan and manage domestic and international travel for employees and senior management.
• Handle bookings for flights, accommodation, local transport, and visas.
• Maintain travel policies, approvals, itineraries, and documentation.
• Ensure cost-effective travel arrangements aligned with company policies.

4. Vendor Payment Management

• Coordinate with Finance to process and track vendor invoices and payments.
• Ensure accuracy in billing, timely invoice submission, and adherence to contract terms.
• Resolve vendor payment delays, disputes, and clarifications.

5. Employee Expense / Advance Management

• Manage employee expense claims, travel advances, and reimbursements.
• Ensure all submissions comply with company policies and required documentation.
• Maintain accurate records of all expenses, approvals, and payment statuses.

6. Employee Expense & Advance Grievance Management

• Act as a single point of contact for employee grievances related to expenses, advances, or reimbursements.
• Resolve issues promptly in coordination with Finance and HR.
• Conduct periodic employee awareness or training on expense policies and processes.

7. Overall Administration & Procurement Function

• Oversee office administration, facility management, and operational support services.
• Manage asset lifecycle—including allocation, tracking, maintenance, and disposal.
• Ensure compliance with procurement policies, legal standards, and audit requirements.
• Liaise with cross-functional teams to ensure smooth administrative operations.
• Optimize cost, quality, and efficiency across administrative and procurement functions.

Requirements

• Bachelor's degree in Business Administration, Supply Chain, Commerce, or related field.
• Minimum 3 years of experience in procurement, administrative operations, and travel management.
• Strong understanding of end-to-end procurement cycles and vendor management.
• Proficiency in MS Office (Excel, Word, PowerPoint) and enterprise procurement or travel tools.
• Strong communication, coordination, and documentation skills.
• Ability to maintain confidentiality and work independently with minimal supervision.

Key Skills

• Procurement Planning & Vendor Management
• IT Asset Management
• Travel Coordination
• Vendor Payment & Invoice Management
• Employee Expense & Advance Management
• Grievance Resolution
• Budget Monitoring & Cost Control
• Administrative Operations