Administration Manager

Role Objective:

To lead and manage the administration function across facilities, vendor operations, employee logistics, and compliance for the Noida office, ensuring efficient, secure, and cost-effective administrative support to meet organizational requirements.

Key Responsibilities:

Strategic Administration & Facility Oversight

• Lead all office and facility management activities including space planning, upkeep, utilities, AMC management, and service desk coordination.

• Ensure business continuity through robust facility support, risk mitigation (fire safety, physical security), and vendor SLAs.

• Liaise with building management and internal teams for seamless infrastructure management.

Vendor Governance & Procurement Control

• Evaluate, negotiate, and manage third-party vendors for housekeeping, cafeteria, courier, travel, security, office supplies, and AMC services.

• Track contract lifecycle management (renewals, SLAs, terminations) with clear documentation and performance reviews.

• Drive cost optimization while ensuring quality and reliability of services.

People Logistics, Travel & Transport

• Manage transport services, driver deployment, fuel usage tracking, and vehicle documentation compliance.

• Oversee employee travel management (domestic/international bookings, visa support, travel desk functioning).

• Facilitate logistics for onboarding, seating, welcome kits, relocation support, and asset allocation.

Compliance, Safety & Governance

• Ensure adherence to statutory norms (PFMS, fire safety, ISO readiness, FSSAI licensing, etc.) and maintain audit documentation.

• Oversee environmental health and safety (EHS) procedures including evacuation drills, hygiene protocols, and facility security controls.

• Lead workplace safety and administrative audits in coordination with internal stakeholders.

Administration Reporting & Budget Management

• Prepare and manage admin budgets, forecast operating expenses, and ensure timely vendor payments in coordination with Finance.

• Maintain MIS reports for admin costs, asset tracking, compliance logs, and contract statuses.

• Present monthly dashboards to leadership on admin KPIs and operational improvements.

People & Team Management

• Lead the admin team including support staff, and outsourced manpower.

• Drive a culture of service excellence, responsiveness, and continuous process improvement within the admin function.

Required Skills & Competencies:

• Strong leadership and operational management skills.

• Sound knowledge of facility management tools and vendor SLAs.

• Excellent negotiation, budgeting, and cost-control capabilities.

• Proficiency in MS Excel, procurement tools, and asset management systems.

• Strong interpersonal skills to engage with vendors, stakeholders, and internal teams.

Educational Qualification:

• Graduate in any discipline (preferably BBA/B.Com);

• MBA or Certification in Facilities/Operations Management is preferred.

Experience:

• 812 years of experience in administration and facility management, with at least 3+ years in a managerial role, preferably in IT/ITES or product-based companies.

Preferred Attributes:

• Experience in handling multi-location or mid-to-large scale office setups (200–500+ headcount).

• Exposure to global workplace standards and audit processes (ISO, ISMS, GDPR).

• Strong analytical mindset with the ability to introduce automation and improve service quality.

Role & responsibilities