Administration Manager

Job highlights

• Experience in facilities management, vendor negotiation, budgeting, and knowledge of statutory compliance
• Plan and oversee administrative operations, manage vendors and contracts, ensure facility maintenance, handle travel and insurance management, and support employee administration

Job Title

Admin Manager

Department

Administration

Job Purpose

The Admin Manager is responsible for planning, directing, and overseeing administrative operations to ensure smooth and efficient office functions. The role focuses on facilities management, vendor coordination, Travel, Insurance, compliance, Cost control and employee support to maintain a safe, productive, and wellorganized workplace.

Key Responsibilities

Administrative Operations

• Manage daytoday administrative activities to ensure seamless office operations.
• Develop, implement, and monitor administrative policies, procedures, and systems.
• Oversee office infrastructure, utilities, supplies, and support services.
• Ensure effective documentation and record management.

Facilities Management

• Ensure proper maintenance, cleanliness, and upkeep of office premises.
• Coordinate repairs, preventive maintenance, and renovations.
• Manage space planning, seating arrangements, and office expansion activities.
• Ensure compliance with fire safety, health, and statutory regulations.

Vendor & Contract Management

• Identify, appoint, and manage administrative vendors (housekeeping, security, transport, cafeteria, maintenance).
• Negotiate contracts, SLAs, pricing, and renewals to ensure cost efficiency.
• Monitor vendor performance and resolve service issues.
• Verify and approve vendor invoices and service bills.

Budgeting & Cost Control

• Prepare and manage the administrative budget.
• Monitor expenses and implement costsaving initiatives.
• Ensure timely approval and processing of administrative expenditures.

Security, Safety & Compliance

• Oversee security operations and access control systems.
• Ensure workplace safety standards and emergency preparedness.
• Conduct safety audits, drills, and inspections.
• Ensure statutory licenses, insurance, and compliance requirements are met.

Employee Support & Coordination

• Address employee concerns related to administration and facilities.
• Support employee onboarding, transfers, and exits from an admin perspective.
• Coordinate employee engagement activities where applicable.

Liaison & Coordination

• Coordinate with internal departments, management, and external authorities.
• Act as the primary contact for administrative escalations.

Travel Management

• Develop, implement, and manage the companys travel policy in line with organizational guidelines.
• Liaise with travel vendors and agencies to ensure costeffective and timely travel arrangements.
• Monitor travel expenses, verify bills, and ensure adherence to approved travel budgets.
• Handle travelrelated escalations and provide support during emergencies or lastminute changes.
• Generate travel cost reports and identify opportunities for cost optimization.

Guest Management

• Manage endtoend guest coordination including travel, accommodation, airport transfers, and hospitality arrangements.
• Ensure smooth reception and onboarding of visiting clients, auditors, consultants, and senior leadership.
• Coordinate with internal teams, hotels, and service providers to deliver a professional guest experience.
• Ensure guest areas, meeting rooms, and hospitality services meet company standards.

Insurance Management

• Manage all company insurance policies including employee medical insurance, group personal accident, travel insurance & Vehicle insurance.
• Coordinate with insurance providers and brokers for policy renewals, endorsements, and coverage enhancements.
• Ensure timely premium payments and policy compliance.
• Handle insurance claims processing, documentation, and followups to ensure timely settlements.
• Educate employees on insurance benefits, coverage details, and claim procedures.
• Maintain accurate insurance records and support audits or statutory requirements.

Key Skills & Competencies

• Strong administrative and facilities management knowledge
• Vendor negotiation and contract management
• Negotiation skills.
• Budgeting and cost control
• Knowledge of statutory and safety compliance
• Problemsolving and decisionmaking skills
• Excellent communication and coordination abilities
• Organizational and multitasking skills
• Knowledge of corporate travel and insurance policies
• Ability to handle confidential information discreetly