Facility, Vendor and Admin Manager

Job Summary

The Admin Manager is responsible for end-to-end administration and facility management across office and FMCG manufacturing environments. The role includes managing day-to-day facility operations, overseeing renovation and construction activities during faculty upgrades, coordinating with multiple vendors and contractors, and ensuring compliance, safety, cost control, and uninterrupted operations.

Key Responsibilities

1. Facility Management (Office & Manufacturing Units)

• Manage overall facility operations including housekeeping, security, utilities, HVAC, electrical, plumbing, and general maintenance.
• Ensure smooth functioning of office, and FMCG manufacturing facilities with minimal downtime.
• Develop and implement preventive and breakdown maintenance schedules.
• Monitor space utilization and support expansion or re-layout requirements.
• Ensure statutory compliance related to building, fire safety, pollution control, labor laws, and local authorities.

2. Renovation & Construction Management (Faculty Upgrade & Infrastructure Projects)

• Plan and coordinate renovation, refurbishment, and construction activities during faculty or infrastructure upgrades.
• Liaise with architects, civil contractors, interior designers, MEP consultants, and project vendors.
• Prepare BOQs, evaluate quotations, negotiate contracts, and finalize vendors.
• Track project timelines, budgets, quality standards, and safety compliance.
• Coordinate with internal stakeholders to ensure minimal disruption to academic and manufacturing operations.

3. Vendor & Contractor Management

• Identify, onboard, and manage vendors for facility services, construction, renovation, and plant utilities.
• Negotiate SLAs, rates, and service agreements to optimize cost and quality.
• Conduct periodic performance reviews of vendors and contractors.
• Ensure timely billing, verification of work completion, and cost control.

4. Health, Safety & Compliance

• Ensure adherence to EHS guidelines, fire safety norms, and statutory regulations.
• Conduct regular safety audits, mock drills, and risk assessments.
• Coordinate with government bodies, inspectors, and auditors as required.

5. Budgeting & Cost Control

• Prepare and manage annual facility and administration budgets.
• Monitor expenses, control costs, and identify opportunities for efficiency improvements.
• Maintain records, MIS reports, and documentation related to facilities and projects.

Key Skills & Competencies

• Strong knowledge of facility management, civil & MEP works
• Experience in renovation and construction project coordination
• Vendor negotiation and contract management
• Understanding of FMCG manufacturing facility requirements & GMP standards
• Budgeting, cost control, and MIS reporting
• Excellent coordination, communication, and problem-solving skills
• Ability to manage multiple sites and projects simultaneously