Assistant Manager Administration

Position:

Department:

Location:

Experience:

Salary

Role Overview: -

Key Responsibilities:

1. General Administration

• Support company leadership and oversee all administrative department activities.
• Manage office operations including filing, mail handling, data entry, answering emails & calls.
• Order, store, and distribute office supplies and maintain adequate inventory.
• Maintain office equipment; coordinate repairs and replacements when required.
• Set up meeting rooms with required equipment including projectors and video conferencing.
• Ensure cleanliness, hygiene, and upkeep of the office at all times.
• Oversee facility management including maintenance, compliance, electrical, civil & carpentry work.

2. IT & Technical Support

• Provide user-level IT support for laptops, desktops, mobile phones, email configuration, and network connectivity.
• Oversee hardware/software allocation, asset management, and security compliance.
• Support IT-related issues such as attendance system errors or connectivity problems.

3. Travel & Transport Management

• Handle travel administration including ticketing, hotel bookings, passport & visa processing.
• Manage company vehicles—maintenance, documentation, insurance, and driver coordination.
• Arrange ground transportation for staff and official events.

4. Documentation

• Verify, process, and file vendor invoices; maintain bill tracker and upload documents as required.
• Process employee reimbursements and claims as per policy.
• Support procurement by raising Purchase Orders (POs) and ensuring timely closures.
• Maintain updated documentation for AMCs, insurance, contracts, and service agreements.
• Assist HR with onboarding, seat allocation, basic stationery issuance, and system setup.
• Support internal training coordination and administrative tasks for new joiners.

5. Event Support & Operations

• Assist event teams in packing event materials, checking equipment functionality, and dispatching items to venues.
• Coordinate with logistics for delivery, return, reconciliation, and restocking of event materials.
• Manage stock and warehouse inventory for event-related supplies.

6. Communication & Vendor Management

• Manage communication devices (mobile phones, landlines, data cards, internet).
• Maintain strong vendor relationships for cost-effective services and timely support.
• Ensure AMCs and service contracts are renewed before due dates.

7. Secretarial & Leadership Support

• Provide secretarial assistance to the CEO/Director, including scheduling, travel, and correspondence.

Competencies Required:

• Strong communication and interpersonal skills
• Ability to manage conflicts and build stakeholder relationships
• Vendor negotiation and cost-management skills
• Strong problem-solving and decision-making ability
• High integrity and ability to handle confidential information
• Excellent organizational and multitasking capabilities
• Ability to work under pressure and deliver on time
• Good analytical skills and attention to detail
• Proficiency in Microsoft Office, Zoho, and basic IT tools

Standards of Performance:

• Adherence to office and procurement policies
• Updated and accurate inventory & asset records
• Clean, safe, and well-maintained office environment
• Proper filing of all contracts, AMCs, and documentation
• Zero missed deadlines for renewals or compliance tasks
• High-quality delivery of all administrative responsibilities