Admin Manager

Job Description – Admin Manager

Job Location: Mumbai, Maharashtra
Department: Administration
Job Type: Full-time
Experience: Experienced candidates preferred

Job Summary

We are looking for a responsible and well-organized Admin Manager to manage overall administrative operations, employee facilities, accommodation, travel arrangements, company assets, documentation, and expense verification. The candidate will coordinate with Project Managers, the Technical Team, Procurement, Accounts, and Management to ensure smooth administrative operations.

Key Responsibilities

1. Employee Administration

• Maintain employee records, accommodation details, food allowances, railway passes, SIM cards, uniforms, ID cards, and business cards.
• Coordinate employee joining and exit formalities.
• Issue project logbooks, SOP documents, checklist manuals, and safety equipment with proper acknowledgment.
• Ensure all issued company assets are recorded and tracked.

2. Accommodation Management

• Maintain city-wise accommodation and employee occupancy records.
• Track rental agreements, rent payments, electricity bills, and due dates.
• Coordinate accommodation maintenance, employee transfers, room vacancies, and key handovers.

3. Travel & Expense Management

• Arrange approved travel, accommodation, and food for employees visiting project sites.
• Maintain travel and food allowance records, railway pass details, and supporting documents.
• Verify administrative bills and expense claims before forwarding them to the Accounts Department.

4. Company Assets & Gadget Management

• Maintain registers for laptops, mobile phones, gadgets, SIM cards, tools, machines, uniforms, and safety equipment.
• Ensure management approval and employee acknowledgment before issuing company assets.
• Document gadget condition through photographs and working-condition videos during issue and return.
• Verify company account ownership and iCloud access status monthly.
• Track asset returns, replacements, damages, and missing items.

5. Office & Vehicle Administration

• Monitor office rent, electricity bills, maintenance, and administrative documents.
• Maintain vehicle registration certificates (RC), insurance, permits, fitness documents, servicing schedules, and maintenance expenses.
• Submit verified administrative invoices to Accounts.

6. Employee Tracking & Coordination

• Monitor engineer and technician presence through the authorized tracking app every two working hours during authorized working hours.
• Follow up on missing updates with employees or Project Managers.
• Record exceptions and escalate repeated non-compliance to Management.
• Note: Office employee attendance monitoring is excluded from this role.

7. Documentation & Reporting

• Maintain accurate administrative, employee, accommodation, vehicle, and asset records.
• Prepare daily, weekly, and monthly administrative updates.
• Verify monthly rent, electricity bills, food allowances, railway passes, SIM expenses, and company asset registers.
• Submit monthly administration and expense reports to Management.
• Obtain Management approval for new expenses and replacements.

8. Coordination & Compliance

• Coordinate with Project Managers, the Technical Team Head, Procurement, Accounts, and Management.
• Maintain confidentiality of employee and company information.
• Ensure proper documentation of asset handovers, employee clearances, and expense approvals.
• Escalate unresolved administrative issues and critical operational requirements.

Required Skills

• Strong administrative and organizational skills.
• Good documentation, record-keeping, and reporting abilities.
• Knowledge of MS Excel, Word, email, and administrative record management.
• Good coordination and communication skills.
• Ability to manage multiple tasks and follow up on pending activities.
• Attention to detail in expense verification and asset management.
• Integrity and the ability to handle confidential company information.

Qualification

• Graduate in any discipline; candidates with a background in Business Administration or Office Management are preferred.
• Relevant experience in administration, employee coordination, facility management, or asset management is preferred.

Preferred Candidate Profile

• Experience managing administration for project-based or site-based teams.
• Ability to coordinate employee facilities across multiple locations.
• Experience maintaining registers, expense records, and employee joining and exit documentation.
• Willingness to coordinate with site teams and handle administrative issues promptly.

Interested candidates can share their updated resume for consideration.

Pay: ₹45,000.00 - ₹50,000.00 per month

Work Location: In person