IT and Administration Manager

Hello!

We are looking for an IT and Administration Manager to join our team at Swissnex in India, Consulate General of Switzerland in Bengaluru.

The IT and Administration Manager plays a key role in ensuring the smooth functioning of our IT systems, facilities, assets and administrative infrastructure. The position combines hands-on IT management with facility coordination, vendor management, inventory control and the administration of Zoho CRM. Working closely with colleagues across the organisation and the global IT team, you will help maintain reliable systems, well-managed premises and efficient administrative processes.

You will join a small, collaborative team where no two days are the same. While you will be our go-to person for IT systems, facilities and keeping our infrastructure running smoothly, you will also become part of a workplace that values curiosity, initiative and a healthy dose of humour.

We are looking for someone who enjoys solving problems, takes ownership of their responsibilities and is comfortable moving between technical challenges, operational tasks and day-to-day coordination. Technical expertise is important, but so are reliability, sound judgement and the ability to work well with people.

If the following statements sound like you, we would love to hear from you:

• You enjoy working with IT systems, troubleshooting technical issues and finding practical solutions.
  
• You are comfortable working across both Apple and Windows environments and can support colleagues with different technical needs.
  
• You like bringing structure to processes, keeping inventories up to date and ensuring that nothing important falls through the cracks.
  
• You can coordinate with landlords, vendors and service providers while maintaining positive working relationships.
  
• You take ownership of tasks, communicate proactively and follow through until issues are resolved.
  
• You are organised, reliable and able to manage competing priorities in a dynamic international environment.
  
• You enjoy helping colleagues, improving workflows and making everyday operations run more efficiently.
  

Key Responsibilities

Zoho CRM Administration (35%)

• Serve as the local administrator and Single Point of Contact (SPOC) for Zoho CRM, providing guidance on system guidelines, processes and day-to-day queries.
  
• Support colleagues with locally relevant automations and applications, including Zoho Forms and Zoho Projects.
  
• Coordinate new workflow requests, assess their feasibility, test proposed solutions and implement approved updates.
  
• Work with project managers to ensure that contacts, touchpoints, activities and engagements are entered accurately and on time.
  
• Monitor data entry delays and discrepancies, follow up with colleagues and coordinate with the Senior Administrative Coordinator to maintain data quality.
  
• Organise regular training sessions and demonstrations to support the effective use of CRM processes.
  
• Communicate system updates and changes to the team and encourage consistent application of internal guidelines.
  

Information Technology Management (25%)

• Coordinate local IT activities and asset-related tasks in accordance with Global IT processes, standards and guidelines.
  
• Manage IT onboarding and offboarding, including the allocation and return of equipment, peripheral requests and the maintenance of asset records.
  
• Maintain accurate IT asset inventories and upload relevant information to the Global IT Asset Manager.
  
• Coordinate the procurement of IT equipment and software, including laptops and other hardware, in line with approval processes and Global IT guidelines.
  
• Serve as the local SPOC for Global IT, coordinating infrastructure changes and providing updates on local requirements.
  
• Prepare IT devices and provide technical support for internal meetings and events, coordinating on-site assistance with the Senior Administrative Coordinator as needed.
  

Facility Management (20%)

• Act as the main point of contact for the Consul General's residence landlord regarding maintenance issues, renovation updates and related operational matters.
  
• Coordinate with housekeeping on basic IT setup and ensure that relevant facility requirements are addressed.
  
• Manage Annual Maintenance Contracts (AMCs), vendor servicing and renewal processes in coordination with the Head of Personnel, Finance, IT and Administration, obtaining the necessary approvals.
  
• Liaise with office building management and external service providers, including housekeeping, gardening and maintenance vendors, to ensure the smooth functioning of the premises.
  
• Identify opportunities for facility improvements and propose practical solutions to enhance the working environment.
  
• Coordinate basic IT requirements with project managers and event managers for internal activities.
  
• Manage audio-visual (AV) setup, configuration and pre-event testing for external events, coordinating with external event IT contacts to ensure smooth execution.
  

Inventory Management (15%)

• Maintain and regularly update inventories of office and residence furniture, cutlery, promotional materials, official wine inventory and other relevant assets.
  
• Coordinate the EDA diplomatic courier process in collaboration with the Senior Administrative Coordinator.
  
• Identify obsolete or surplus furniture and other items and prepare proposals for disposal, subject to the required approvals.
  
• Coordinate the replenishment of promotional materials following approval from the Head of Personnel, Finance, IT and Administration and the CEO | Consul General.
  
• Work with the Senior Administrative Coordinator to ensure the timely ordering and replenishment of stationery and housekeeping supplies.
  

Other Responsibilities (5%)

• Carry out ad hoc administrative tasks and special assignments as delegated by the CEO | Consul General or the Head of Personnel, Finance, IT and Administration.
  

• Indian citizen or legal resident of India.
  
• OCI holders will be conditional upon obtaining a special work permit (Note: for requisite special permission to take up employment in any foreign diplomatic missions in India, OCI card holders must visit (https://ociservices.gov.in/).
  
• Bachelor's degree in Information Technology or a related field.
  
• Minimum 5 years of relevant professional experience in IT management, administration, facility management or a comparable operational role.
  
• Excellent knowledge of both Apple and Windows environments.
  
• Excellent written and spoken English, with fluency in spoken Hindi and Kannada.
  
• Experience managing IT hardware, software, systems and assets.
  
• Experience coordinating premises maintenance, service contracts, vendors and external service providers.
  
• Strong organisational and time-management skills, with the ability to manage multiple priorities independently.
  
• A structured, rigorous and trustworthy approach to work, with strong attention to detail.
  
• Good negotiation skills and the ability to manage vendor relationships effectively.
  
• Strong interpersonal and communication skills, with a service-oriented and problem-solving mindset.
  
• A collaborative working style and the ability to work effectively with colleagues across different functions.
  

Additional Qualities

• Experience working in an international organisation or diplomatic mission.
  
• Experience with Zoho CRM or other CRM platforms and workflow automation tools.
  
• Experience coordinating IT support for meetings, conferences and external events.
  
• Experience managing facility contracts, maintenance providers and renovation projects.
  
• Familiarity with asset management systems and inventory control processes.
  

• Competitive salary, including a 13th-month salary.
  
• Medical coverage (90% covered by the employer).
  
• 20 days of paid leave per year and up to 15 Indian and Swiss public holidays.
  
• An open culture in the context of a diplomatic mission.
  
• The opportunity to work in an international, multicultural diplomatic environment.
  

About Swissnex in India, Consulate General of Switzerland

At Swissnex in India, Consulate General of Switzerland in Bengaluru, we foster forward-looking collaboration between Switzerland and India by connecting researchers, academic institutions, startups and innovation ecosystem players. We promote the exchange of ideas, knowledge and talent while also fulfilling the official representation, coordination and reporting functions of a Swiss Consulate General. We are a diplomatic anomaly, accelerating positive transformations at the frontiers of knowledge.

Based in Bengaluru, we operate at the heart of a dynamic hub of creativity, technology and entrepreneurship. From here, we link Swiss excellence in science and innovation with India’s fast-evolving research and startup ecosystems, creating opportunities for meaningful partnerships and shared growth. We work in close collaboration with the wider Swiss network in India, including representations in New Delhi, Mumbai, Chennai and Kolkata. 

Application 

• Upload your CV and motivation letter.
  
• Kindly indicate your earliest possible starting date and salary expectations.
  
• This position offers an initial one-year contract with the potential for extension.
  
• Applications will be reviewed on a rolling basis until the position is filled.