Administration Manager

Roles and Responsibilities

Administrative & Facility Management:

• Supervise day-to-day administrative operations across all departments and units
• Oversee office maintenance functions.
• Manage procurement and inventory of office supplies, assets, and equipment.
• Liaise with vendors, service providers, and government bodies for smooth operations.
• Manage and control administrative expenses, and ensure cost-effectiveness.
• Support HR and Accounts teams in documentation, logistics, and event coordination.
• Ensure compliance with company policies, statutory regulations, and safety protocols.

Office Space & Property Management:

• Identify and evaluate new office spaces as per company requirements.
• Negotiate and finalize rental/lease agreements in coordination with management and legal advisors.
• Oversee renewal and termination of rental contracts.
• Handle monthly rent payments, security deposits, and ensure timely settlement with owners
• Maintain documentation and records related to all office premises and agreements.

Subscriptions, Memberships, and AMC Management:

• Maintain and renew all company subscriptions and professional memberships.
• Manage Annual Maintenance Contracts (AMCs) for office equipment, and infrastructure.
• Ensure timely renewals, documentation, and vendor payments for AMCs and subscriptions.

Government Licenses, Certificates & Approvals:

• Handle all government related licenses, permissions, registrations, and certificates.
• Ensure timely renewal, compliance, and audit readiness for all statutory documents.
• Maintain an updated of all licenses and their validity periods.

Commercial & Documentation:

• Handle Bank Guarantees (BG) preparation, submission, renewal, and release processes.
• Manage Letter of Credit (LC) documentation, coordination with banks, and settlement of related transactions.
• Maintain accurate records of all BGs and LCs, ensuring timely follow-up and closure.
• Coordinate with accounts teams for documentation and reconciliation.

Legal & Compliance:

• Assist in managing and tracking legal cases involving the company, in coordination with legal advisors.
• Prepare and maintain documentation for court cases, notices, and agreements.
• Ensure timely responses and record-keeping of legal communications.
• Liaise with external lawyers, consultants, and authorities as required.

General Administration:

• Ensure smooth internal communication and administrative support across departments.
• Develop and implement administrative systems, policies, and procedures for operational excellence.
• Organize company meetings, events, and travel arrangements.

Preferred candidate profile

• Bachelor's degree
• 8+ years of relevant experience
• Proficiency in Microsoft Office
• Excellent communication and interpersonal skills
• Strong organizational and time management skills
• Ability to maintain a high level of confidentiality