Administration Manager

Senior Manager – Administration & Facilities

Department: Administration
Designation: Senior Manager – Administration & Facilities
Reporting To: Head of HR / Management
Location: Hyderabad

Job Purpose

To oversee and manage the organization’s administrative operations, facilities, infrastructure, and support services, ensuring a safe, efficient, cost-effective, and well-maintained workplace. The role involves vendor management, facility maintenance, security, housekeeping, transport, procurement, and overall administrative compliance.

Key Responsibilities

1. General Administration

• Manage day-to-day administrative operations across the organization.
• Develop and implement administrative policies, procedures, and standard operating processes.
• Ensure the smooth functioning of office premises, common areas, meeting rooms, and employee amenities.
• Maintain administrative records, documentation, agreements, and registers.

2. Facilities Management

• Oversee maintenance of buildings, offices, studios, equipment, electrical systems, HVAC, plumbing, and other infrastructure.
• Coordinate preventive and corrective maintenance to minimize operational disruptions.
• Monitor facility utilization, space planning, repairs, and infrastructure requirements.
• Ensure cleanliness, hygiene, and upkeep of all facilities.

3. Vendor and Contract Management

• Identify, evaluate, negotiate with, and manage service providers and vendors.
• Oversee contracts relating to housekeeping, security, transport, maintenance, catering, and other facility services.
• Monitor vendor performance, service quality, SLA compliance, and timely payments.
• Identify opportunities for cost optimization without compromising service quality.

4. Security and Safety

• Ensure appropriate security arrangements, access control, visitor management, and surveillance systems.
• Coordinate with relevant teams to implement workplace safety, emergency response, and disaster management procedures.
• Conduct periodic inspections and ensure compliance with applicable safety and statutory requirements.
• Coordinate fire safety drills, emergency preparedness, and incident reporting.

5. Budgeting and Cost Control

• Prepare and manage annual administration and facilities budgets.
• Monitor operating expenses, utility consumption, maintenance costs, and vendor expenditure.
• Implement cost-saving initiatives and resource optimization measures.
• Review invoices, quotations, purchase requests, and administrative expenses.

6. Procurement and Asset Management

• Manage procurement of office supplies, furniture, equipment, and administrative requirements.
• Maintain asset registers, inventory records, and allocation documentation.
• Ensure proper utilization, maintenance, and timely replacement of organizational assets.
• Coordinate with Finance, HR, IT, and other departments for procurement and asset-related requirements.

7. Transport and Employee Services

• Oversee employee transportation, vehicle maintenance, travel arrangements, and related administrative services, wherever applicable.
• Ensure the availability of essential workplace services and employee amenities.
• Address administrative concerns and resolve facility-related issues promptly.

8. Team Management and Stakeholder Coordination

• Lead and supervise administration, housekeeping, security, maintenance, and other support teams.
• Define responsibilities, monitor performance, and ensure adequate staffing.
• Coordinate with internal departments and senior management to meet business requirements.
• Establish service standards and promote continuous improvement in administrative operations.

9. Compliance and Reporting

• Ensure timely renewal and maintenance of applicable licenses, permits, insurance, and service agreements.
• Maintain records for audits, inspections, and compliance reviews.
• Prepare periodic reports on facility operations, expenses, vendor performance, and maintenance activities.
• Identify operational risks and implement appropriate corrective and preventive measures.

Educational Qualifications

• Bachelor’s degree in Business Administration, Facilities Management, Engineering, or a related discipline.
• A postgraduate qualification in Business Administration or Facilities Management is preferred.

Experience

• 10–15 years of relevant experience in administration, facilities management, or corporate services.
• Prior experience managing large office facilities, studios, campuses, or multi-location operations is preferred.
• Experience in vendor management, budgeting, team leadership, and statutory compliance is essential.

Required Skills and Competencies

• Strong leadership and people management skills.
• Excellent negotiation, vendor management, and coordination abilities.
• Budgeting, cost control, and analytical skills.
• Knowledge of facility maintenance, infrastructure management, and workplace safety.
• Strong planning, problem-solving, and decision-making abilities.
• Effective communication and stakeholder management.
• Proficiency in MS Office and administrative management systems.

Pay: ₹60,000.00 - ₹80,000.00 per month

Education:

• Bachelor's (Preferred)

Language:

• English (Preferred)

Work Location: In person