Office Administrator

About Us:

Magnanimous is a creative powerhouse delivering innovative digital and experiential solutions that leave a lasting impact.

As a leading Luxury Digital & Event Agency in India, we craft bespoke brand experiences for discerning clients by blending creativity, technology, and storytelling.

At Magnanimous, we push boundaries, inspire engagement, and set new benchmarks in every project we undertake — from luxury showcases and cultural summits to digital storytelling and immersive installations.

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Position Overview

The Administration Manager oversees and coordinates all administrative functions to ensure smooth, efficient, and compliant operations across the organization. This role manages office operations, facilities, vendor relationships, administrative staff, and organization-wide support processes. The Admin Manager establishes and improves operational procedures, enforces policies, optimizes workflows, and partners with leadership to support strategic and operational goals.

Key Responsibilities

1. Administrative Operations & Office Management

• Oversee daily office operations, ensuring an organized, professional, and well-functioning workplace.
• Develop, implement, and continuously improve administrative policies, procedures, and SOPs.
• Manage office supplies, inventory, procurement, and equipment maintenance.
• Establish and maintain a digital and physical filing system for recordkeeping.
• Oversee front-office operations, including reception, mail handling, scheduling, and visitor management.
• Ensure compliance with company standards and local laws/ regulations for admin processes.

2. Facilities & Workplace Management

• Manage facility maintenance, building repairs, space allocation, and cleanliness.
• Oversee security protocols, access control, and safety systems.
• Coordinate with external facility vendors (cleaning, security, maintenance, etc.).
• Ensure compliance with occupational health, safety, and environmental standards.
• Lead office expansions, renovations, seating plans, and relocations.

3. Vendor & Contract Management

• Identify, evaluate, negotiate, and manage vendors and service providers.
• Ensure SLAs are met and conduct periodic vendor performance reviews.
• Oversee contract renewals, pricing comparisons, procurement documentation, and compliance.
• Manage relationships with utilities, logistics partners, corporate travel services, and equipment suppliers.

4. Administrative Staff Leadership

• Lead and supervise administrative staff (receptionists, office assistants, facility staff).
• Conduct hiring, onboarding, training, evaluation, and performance reviews.
• Develop capacity-building and career development plans for the admin team.
• Assign work, monitor workload, and optimize team productivity and engagement.

5. Compliance, Policies & Documentation

• Create and maintain administrative guidelines, policies, and manuals.
• Ensure business continuity protocols, emergency procedures, and safety compliance.
• Manage audits related to administration, assets, licenses, and facilities.
• Maintain updated documentation for legal, regulatory, and compliance needs.

6. Communication & Cross-Functional Support

• Support senior leadership with administrative insights and operational recommendations.
• Assist departments with logistics, event planning, travel arrangements, and coordination.
• Act as the primary liaison between internal departments and external partners.
• Manage internal communications regarding facilities, admin changes, or updates.

7. Budgeting & Cost Control

• Prepare annual admin budgets (office supplies, facility management, travel, vendor costs).
• Track expenses and ensure alignment with budget guidelines.
• Negotiate cost-effective contracts and optimize spending.
• Identify areas for cost reduction and operational efficiency.

8. Technology & Systems Management

• Oversee administrative systems, office software, and workflow tools.
• Support implementation of digital solutions to improve admin efficiency.
• Ensure proper asset tagging, asset tracking, and lifecycle management.
• Coordinate with IT teams for workstation setup, systems access, and IT-admin linkage.

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• Oversee reimbursements and ensure timely submission, verification, and record-keeping.
• Support vendor registration process during onboarding of new clients and ensure compliance with company standards.

Job Requirements:

Education

• Bachelor’s degree in Business Administration, Management, or related field.
• MBA or professional certification in Administration / Facility Management (preferred).

Experience

• 5–10 years of administrative or office management experience.
• Minimum 3 years in a supervisory or managerial role.
• Experience managing vendors, facilities, and corporate administration.

Skills & Competencies

Core Skills

• Strong organizational and project management ability.
• Excellent communication (written and verbal).
• Effective leadership and people management skills.
• Strong negotiation and vendor management expertise.
• Analytical thinking and problem-solving capability.

Technical Skills

• Proficiency in MS Office Suite (Excel, Word, PowerPoint).
• Familiar with office management systems, ERP/HRIS tools, and asset management software.
• Basic understanding of IT equipment and office technologies.

Behavioral Competencies

• High level of professionalism and integrity.
• Ability to multitask and work under pressure.
• Attention to detail and proactive approach.
• Strong interpersonal and stakeholder management skills.

Key Performance Indicators (KPIs)

• Smoothness of administrative operations (response time, issue resolution).
• Cost savings achieved through vendor and budget optimization.
• Employee satisfaction with office services and facilities.
• Compliance with safety, quality, and regulatory standards.
• Efficiency of administrative workflows and adherence to SOPs.
• Timely renewal of contracts, licenses, and documentation.
• Admin team productivity and retention.

Working Conditions

• On-site role with occasional travel for vendor visits or branch coordination.
• May require extended hours during special events, office moves, or audits.

Why This Role Matters

The Administration Manager ensures that the organization runs efficiently, team members are supported, and infrastructure is maintained in a way that enables productivity, safety, and long-term growth.