Manager - Admin & Facilities

Job Position: Manager- Admin & Facilities

Functional Reporting: Head- Admin & Facilities

Job Description:

Key Responsibilities:

Compliance & Audit Preparedness

• Ensure local compliance requirements are met.
• Maintain and update audit-related data for readiness at all times

Billing & Payments

• Review and process all administrative and travel-related bills in accordance with the set schedule.
• Manage petty cash and other approved financial modes for office stationery and miscellaneous expenses.
• Ensure timely and accurate processing of vendor payments.

Vendor Management

• Act as the point of contact (SPOC) for business stakeholders and maintain regular communication.
• Coordinate with Head Admin and department heads to review vendor contracts.
• Track and ensure timely renewal of vendor agreements.

Office & Facility Administration

• Maintain office safety and ensure adherence to Employee Health & Safety (EHS) standards.
• Monitor and manage monthly rental payments across locations.
• Maintain accurate records and ensure they are shared with the Finance and India Admin teams.
• Work with the landlords /facility representative to ensure and remain updated on building information time-to-time.
• Assist and monitor new development facility centers.
• Ensure and oversee project and fit outs till mobilization
• Oversee preventive, predictive, and corrective maintenance of all technical systems (HVAC, DG, UPS, power distribution, lighting, fire detection & suppression, plumbing
• Oversee housekeeping, cleaning, security, front office, mailroom, pantry /cafeteria, landscaping
• Select, negotiate, manage Service Level Agreements (SLAs) with contractors and vendors for maintenance, cleaning, security etc.

Reporting & MIS

• Maintain monthly MIS reports.
• Analyze and prepare periodic reports related to administration and travel.

Support & Responsiveness

• Respond promptly to queries, including those received outside office hours, with due diligence.
• Provide general administrative support to the team as required.
• Proactive and adaptable with a strong problem-solving mindset.
• Comfortable working independently and collaboratively under pressure.
• Act as the liaison / SPOC for clients, senior management, occupants for facility-related matters.

Skills & Qualifications

Educational Background

• Bachelors degree in any discipline (required).

Professional Experience

• Minimum 89 years of relevant work experience in administration, travel coordination, or office management.

Computer Skills

• Proficient in Microsoft Office Suite (Excel, Word, PowerPoint, Outlook).

Communication & Interpersonal Skills

• Excellent verbal and written communication skills.
• Strong interpersonal abilities to interact effectively with stakeholders at all levels.

Organizational & Time Management

• Capable of managing multiple priorities with strong attention to detail.
• Ability to meet deadlines in a fast-paced and dynamic environment.
• Strong troubleshooting, diagnostic, and problem-solving skills.