Associate Manager - Administration

Role & responsibilities

• Responsible for personnel administration function at three offices in Navi Mumbai & Mumbai.
• Making proposals for improving office infrastructure and facilities
• Overseeing the office equipments are in repair. Ensure preventive maintenance of all equipment.
• Supervising all repair & maintenance, Civil/Electrical/carpentry repairs & maintenance of the office premises activities are done as required.
• Responsible for general administration for three locations, ensuring the payments of society charges, electrical & telephone bills, all vendor payment etc.
• Handling of pool car management, Repair/maintenance, renewal of insurance of pool cars, domestic travel & hotel booking etc.
• Coordinating for VISA, ticketing of overseas employees with Agency / employees
• Responsible for arranging quotes for AMC renewals & one-time purchase, negotiating with vendors and making necessary documents for getting approvals.
• Maintain record for all administration related expenses and verification of bills against contracts for payments.
• Maintain record for subscription of magazines, renewals of subscription, collections of magazines and dispatch of the same.
• Arranging for stationery and distributing the same, department wise and keeping a record of the same
• Administration of drivers, including attendance, leave and overtime.
• Responsible for proper housekeeping of entire office.
• Responsible for all other sundry administration jobs like arranging for the lunch during monthly meeting, purchase & keeping account of snacks & soft drinks.

Utility & Facility Management:

• Manage operations and maintenance of utilities (electricity, water supply, HVAC, elevators, DG sets, etc.).
• Ensure compliance with statutory and safety regulations for all utility equipment.
• Liaise with government authorities and external agencies for utility services.
• Monitor energy consumption and implement cost-saving initiatives.
• Supervise facility maintenance, repairs, and preventive maintenance schedules.
• Handle waste management, pest control, and other support services.
  

Financial & Compliance:

• Prepare and monitor budgets for admin and utility expenses.
• Track bills, payments, and ensure timely settlement of utility charges.
• Ensure compliance with health, safety, and environmental standards.

Key Skills & Competencies:

• Strong organizational and multitasking skills.
• Knowledge of facility and utility management best practices.
• Vendor and contract management expertise.
• Excellent communication and negotiation skills.
• Problem-solving and crisis management ability.
• Proficiency in MS Office and ERP systems.

Preferred candidate profile

• Any Bachelors degree (Engineering preferred).
• 12+ years of experience in administration and facility/utility management.
• Experience in manufacturing, pharma, or large corporate setups preferred.
• Knowledge of statutory compliance, safety, and environmental regulations.