Assistant Admin Manager

Job Summary

Assistant Admin. Manager

This role involves coordinating office activities, managing Housekeeping and security staff, ensuring compliance with company policies, and maintaining a productive work environment.

Roles & Responsibilities:

Office Management:

• Supervise day-to-day administrative operations and ensure efficient functioning of office facilities.
• Manage office supplies/inventories, equipment, and vendor relationships.
• Coordinate with vendors for facility maintenance, repairs, and procurement of goods and services.
• Ensure cleanliness, hygiene, and organization of all office premises.
• Monitor office utilities, AMCs, and service contracts; ensure timely renewals and reporting.
• Manage petty cash, vendor invoices, and payment processing in coordination with Finance.

Travel & Event Co-ordination:

• Serve as a central point of contact between departments and external stakeholders for travel and events.
• Arrange travel, accommodation, and itineraries for employees and visitors.
• Coordinate catering, lunch, and refreshments for meetings and office celebrations.
• Support the planning and smooth execution of company events, engagement initiatives, and team activities.

Operational Support:

• Support the implementation and compliance of company policies and procedures across departments.
• Create and manage annual Purchase Requisitions (PRs) for vendors.
• Coordinate with the IT team for maintenance of printers, consumables, and basic troubleshooting of office equipment.
• Assist in the procurement and installation of office infrastructure and equipment.
• Collaborate with the Procurement team on vendor evaluations and service quality assessments.
• Identify and implement process improvements to enhance administrative efficiency.
• Stay current with evolving office tools, technologies, and best practices.
• Co-ordinate with the vendors providing Security, Housekeeping, etc. services

Health, Safety & EHS Compliance:

• Ensure adherence to workplace Environment, Health, and Safety (EHS) standards and statutory regulations.
• Conduct periodic inspections for fire safety, electrical systems, and emergency preparedness.
• Ensure all statutory certifications, such as Fire NOC, Building Safety, and AMC records, are current and compliant.
• Coordinate EHS training, awareness sessions, and periodic safety drills.
• Provide Data pertaining to EHS to relevant teams for reporting
• Promote a culture of safety, sustainability, and environmental responsibility across all offices.

Documentation & Reporting:

• Prepare reports, presentations, and internal communications
• Draft and circulate memos, notices, and official correspondence
• Track and report administrative expenses and budgets
• Support audits and compliance documentation

Team Co-ordination:

• Co-ordinate with all the Key stakeholders & department heads for ensuring high service levels and problem resolution.
• Allocate tasks and monitor progress to meet deadlines.

Required Education, Experience & Skills:

• Bachelor’s degree in any specialization
• Proven track record of 5+ years administrative management or similar role
• Strong leadership and organizational skills.
• Excellent communication and interpersonal abilities.
• Proficiency in MS Office and familiarity with office management software.
• Ability to handle confidential information with integrity
• Proficiency in MS Office (Excel, PowerPoint, Outlook)
• Problem-solving and decision-making skills.
• Attention to detail and accuracy.
• Ability to work under pressure and manage multiple priorities