Administration Manager

Title Manager

Role Administration (Pan-India)

Department HR & Admin

Reports To Vice President Human Resources & Admin

Location Mumbai

Job Purpose:

We are looking for a detail-oriented and proactive administrative role holder to join our team. The

ideal candidate will handle various administrative tasks, including ensuring the smooth

operation of offices at various locations within the country. The incumbent shall play a crucial

role in maintaining a well-organized and efficient work environment for our staff across locations.

Primary Responsibilities:

Travel (Air, hotels and cab booking):

• Ensure all travel bookings through third-party portals are made accurately and promptly,

aligning with the organizations travel policy.

• Regularly review travel requests to ensure they adhere to approved travel plans, policies,

and cost allocations.

• Perform timely and through review of invoices from travel vendors, to ensure they are

accurate and complete with correct employee details, travel specifics, -amounts and

corresponding backups, in compliance with internal financial protocols.

• Collaborate closely with travel partners and vendors to ensure high service levels,

address any discrepancies, and resolve issues promptly.

• Monitor vendor performance against service level agreements (SLAs) and provide

feedback for continuous improvement.

• Maintain comprehensive records of all travel bookings, invoices, and related documents,

and generate periodic reports for management review.

Inventory Management:

• Conduct routine stock audits and implement effective inventory control measures to

minimize waste, prevent stockouts, and ensure timely reordering of supplies for office

stationery, employee merchandise, pantry consumables, cutlery, crockery, etc

• Develop and execute inventory management strategies that align with company policies

and operational needs, including forecasting demand and analysing usage patterns.

• Collaborate with suppliers and vendors to bring in relevant changes in menus, stationery

items, pantry consumables etc and manage lead times for inventory procurement.

• Prepare regular inventory reports, highlighting key trends, potential risks, and areas for

improvement.

• Ensure compliance with organizational standards for inventory handling, storage, and

documentation, while implementing best practices to enhance efficiency and cost-

effectiveness.

Office Maintenance:

• Develop and implement a comprehensive maintenance schedule to ensure a clean, safe,

and functional office environment that aligns with organizational standards and

employee needs.

• Oversee and coordinate all office maintenance activities, including hygiene protocols,

technical systems upkeep, and safety measures, ensuring timely execution of repairs,

replacements, and routine servicing.

• Strategically plan and manage office layouts and seating arrangements to optimize space

utilization, enhance workflow, and accommodate growth or changes in team structure.

• Conduct regular inspections and audits of office assets and infrastructure, identifying

areas for improvement and ensuring all equipment and facilities are well-maintained and

compliant with safety and operational standards.

• Establish and maintain an organized record-keeping system for all office activities,

including maintenance logs, event planning details, budgets, vendor agreements, and

post-event feedback to drive continuous improvement.

• Collaborate with external service providers and internal teams to ensure seamless

execution of maintenance activities and address any urgent issues proactively.

• Prepare and present regular reports to senior management on office maintenance status,

planned upgrades, budget utilization and control reports, and opportunities for cost

optimization.

Vendor Management:

• Develop and maintain strong relationships with all administrative vendors, including

travel agencies, facility management teams, cafeteria services, and pantry suppliers,

ensuring alignment with organizational standards and service expectations.

• Monitor, evaluate, and manage vendor performance through regular reviews and

performance metrics, ensuring high-quality service delivery and adherence to agreed-

upon terms.

• Oversee preparation of new and existing vendor agreements, clearly defining the required

scope, optimum rates, and essential terms and conditions, while ensuring timely

renewals and updates as needed.

• Proactively identify, address, and resolve any issues or disputes with vendors, leveraging

negotiation and conflict resolution skills to maintain smooth operations.

• Collaborate with internal stakeholders to assess vendor requirements, drive continuous

improvement, and explore opportunities for cost optimization and enhanced service

quality.

• Ensure compliance with organizational policies and legal standards in all vendor

contracts and interactions, maintaining thorough documentation and records of all

agreements and communications.

• Provide strategic insights and recommendations to senior management regarding vendor

partnerships, performance improvements, and potential new vendor relationships.

Budget and Expense Management:

• Assist in the preparation and monitoring of the administrative budget (Travel, Food, Office

Maintenance, etc).

• Process and track invoices and ensure timely payment to vendors in alignment with the

Commercial Services Department.

• Maintain accurate excel records of all invoices and payments for all vendors.
• Track expenses and provide weekly / quarterly expense reports to the Head of Admin.

Event Handling:

• Assist in organizing and coordinating office engagement events such as Offsite,

Townhalls, Training programs, Celebrations, Meetings, and conferences.

• Maintain a database of event planner, travel vendors, menus, snacks, and other service

providers.

• Ensure all logistical arrangements are in place for such events, including vendor

selection, catering, seating, travel and technical arrangements.

Team Management:

• Ensure that administrative executives across India consistently deliver a positive and

efficient office infrastructure and experience.

• Oversee and manage the performance of third-party teams, ensuring smooth office

operations across various locations through effective training, attendance, and leave

management.

Deliver the role in alignment with the Environmental, Social, and Governance (ESG) framework,

including Health and Safety (EHS).

Role Requirements:

Educational Qualification:

- Bachelors in any discipline

Work Experience & Skills Required:

- 8+ years of relevant experience in hospitality and travel industry

Skills Required:

- Proficient in MS Office suite (MS Excel, Outlook)

- Good written and spoken communication skills

- Interpersonal skills.

- Displaying high ownership and effective team player

- Must be efficient in documentation.

- Customer Service Orientation

- Must be able to maintain a professional demeanor in times of high stress