Assistant Manager- Admin

The Manager - Administration will be responsible for overseeing the overall administrative operations of the organization. This role includes managing facilities, security, vendor management, travel arrangements, and ensuring that the office environment is efficient, safe, and well-maintained. The candidate should have strong leadership skills and the ability to manage a team to provide seamless support to employees across all departments.

Key Responsibilities:

• Facility Management: Oversee the maintenance of office infrastructure, ensuring all facilities, equipment, and supplies are available and functioning.
• Vendor Management: Manage relationships with external vendors and service providers for office supplies, cleaning services, security, catering, etc. Ensure contract renewals, negotiations, and service delivery meet company standards.
• Security and Safety: Ensure that the workplace complies with health, safety, and security regulations. Oversee security personnel and implement policies for employee and asset safety.
• Travel and Accommodation: Manage travel bookings and accommodation arrangements for employees on business trips, ensuring cost-effective and timely services.
• Office Supplies and Inventory: Ensure adequate stock of office supplies and equipment. Implement processes for monitoring and reordering stock as necessary.
• Event Management: Plan and execute internal events, such as team-building activities, annual functions, and offsite events.
• Budgeting and Cost Control: Develop and manage the administration budget, ensuring cost-effective operations and identifying opportunities for cost savings.
• Team Leadership: Lead, motivate, and manage the administrative team to provide high-level support. Establish KPIs to track team performance.
• Compliance: Ensure compliance with local regulations, including building permits, fire safety norms, and waste management laws.
• IT and Technology Support: Coordinate with the IT department to ensure smooth office operations, including telecommunication systems, Wi-Fi, and other office technologies.
• Visitor and Reception Management: Supervise the front office and ensure a professional and welcoming atmosphere for visitors.

Qualifications:

• Bachelor’s degree in Business Administration, Facility Management, or a related field.
• 8-10 years of experience in administrative or facility management roles, with at least 3-5 years in a leadership role.
• Strong organizational skills with an ability to manage multiple priorities.
• Excellent vendor management and negotiation skills.
• Knowledge of health, safety, and security regulations.
• Strong budgeting, analytical, and problem-solving skills.
• Proficiency in MS Office and familiarity with office management tools.
• Excellent communication and interpersonal skills.

Preferred Skills:

• Certification in Facility Management (CFM) or similar.
• Experience in travel management and event planning.
• Knowledge of local building and environmental regulations.

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