Manager-Admin

Roles

Strategic Operations & Cost Optimization

• Lead implementation and continuous improvement of admin systems and SOPs.
• Conduct monthly and quarterly spend analysis across key admin heads like travel, housekeeping, printing, utilities, etc, to identify savings opportunities and process gaps.
• Drive cost optimization through vendor renegotiation and re-empanelment, targeting a minimum 10% savings while maintaining service quality.

Vendor & Procurement Management

• Lead evaluation, onboarding, and performance monitoring of vendors across service categories.
• Develop SLAs and review vendor performance periodically based on compliance, cost, quality, and feedback scores.

Travel & Facilities Management

• Ensure 100% policy-compliant travel bookings and efficient coordination of employee logistics.
• Oversee upkeep of office infrastructure, housekeeping services, AMC contracts, utilities, and preventive maintenance schedules.

Training Venue Management

• Coordinate and finalize training venues (internal or external) for interdepartmental training sessions, workshops, and meetings based on budget, availability, and suitability of space.
• Liaise with internal stakeholders to understand training needs and schedules; ensure venue availability aligns with session requirements (e.g., seating, AV setup, accessibility).
• Negotiate with external venue providers to secure cost-effective and quality spaces, ensuring compliance with KEF's procurement policies.
• Manage end-to-end logistics for training venues, including setup, housekeeping, refreshments, IT/AV support, and post-event cleanup.
• Ensure venues are prepared at least 3 hours before the session starts, with all necessary infrastructure (projector, whiteboard, markers, etc.) in place and functioning.
• Monitor feedback from departments on venue arrangements and proactively address recurring concerns or improvement areas.

Cross-functional Admin Support

• Provide responsive and efficient support to all departments through structured request tracking and resolution protocols.
• Plan and execute office events or initiatives with post-activity feedback and analytics to improve effectiveness.

Data-Driven Decision-Making

• Create dashboards and trend analysis reports using Excel/Power BI for leadership review.
• Use data to derive insights and provide actionable recommendations to improve administrative efficiency and employee experience.

Compliance & Governance

• Ensure adherence to statutory norms, safety protocols, and internal audit findings.
• Maintain records, logs, and checklists to demonstrate due diligence across admin functions.

Team Leadership & Capacity Building

• Lead and mentor admin executives; build internal capacity to independently manage verticals.
• Design and deliver on-the-job training and SOP-based onboarding for admin team members.

Notice Period: Candidates with a notice period of 30 days or less will be preferred. The maximum acceptable notice period is 30 days.

Preferred candidate profile

Educational Qualifications

• Postgraduate degree in Business Administration, Facility Management, or related fields.

Years of Experience

• 8- 10 years of experience in core administration roles, preferably with at least 2 years in a managerial capacity.
• Experience in nonprofit operations preferred.

Technical

Advanced MS Excel / Google Sheets: Pivot tables, formulas, and visualizations.

• Working knowledge of Power BI / Google Data Studio.
• Budgeting, procurement systems, expense tracking, and vendor management.

Competencies

• Data & Analytical Thinking
• Strategic Planning & Decision-Making
• Team Leadership & Mentoring
• Communication & Interpersonal Skills
• Compliance & Risk Awareness
• Cultural Sensitivity and Inclusiveness

Personal Attributes

• Organized and detail-oriented
• Proactive and self-driven
• High level of integrity
• Adaptable with a willingness for field visits (including remote project locations)
• Strong service orientation

Hours

6 days, 8 hours; 2 Saturdays off every month in addition to the regular weekly off on Sundays

Benefits

• Leave benefits from the date of joining
• Coverage under Health Medical Insurance for self & family from the date of joining
• Life Cover from the date of joining