Administration Senior Associate

Role Overview

The Senior Associate Administration & Facilities will support the efficient management of office administration, facilities, and related services. The role includes overseeing day-to-day operations, managing budgets, handling Annual Maintenance Contracts (AMC), and providing technical support for facility-related systems.

Key Responsibilities

• Facilities Management

• Oversee the maintenance and upkeep of office premises, ensuring a safe, clean, and efficient working environment.

• Coordinate with vendors and service providers for facility management services (housekeeping, security, pantry, etc.).

• Monitor and ensure compliance with health, safety, and environmental regulations.

• Administration

• Manage office administrative functions including travel, stationery, courier, and front office operations.

• Supervise administrative staff and allocate tasks to ensure smooth workflow.

• Maintain records of assets, inventory, and administrative expenses.

• Budgeting & Cost Control

• Prepare and manage the annual budget for administration and facilities.

• Track expenditures and identify cost-saving opportunities.

• Provide periodic reports on budget utilization and variances.

• Annual Maintenance Contracts (AMC)

• Negotiate, finalize, and manage AMCs for office equipment, HVAC, electrical systems, and other critical infrastructure.

• Monitor AMC performance and ensure timely renewal and compliance.

• Liaise with vendors for preventive and corrective maintenance.

• Technical Support (Facilities)

• Oversee basic technical aspects of facility management, including electrical, plumbing, HVAC, and fire safety systems.

• Coordinate with IT and technical teams for facility-related requirements (access control, CCTV, etc.).

• Troubleshoot minor technical issues and escalate major concerns to relevant teams.

• Vendor Management

• Identify, evaluate, and onboard vendors for facility and administrative services.

• Ensure quality and timely delivery of services as per contract terms.

• Maintain vendor database and performance records.

• Compliance & Documentation

• Ensure all statutory and regulatory compliances related to facilities and administration.

• Maintain documentation for contracts, licenses, and permits.

Qualifications & Skills

• Bachelor’s degree in Business Administration, Facility Management, or related field.
• 4+ years of experience in administration and facilities management, preferably in a corporate environment.
• Strong knowledge of budgeting, AMC management, and vendor coordination.
• Basic technical understanding of building systems (electrical, HVAC, fire safety).
• Excellent communication, negotiation, and organizational skills.
• Proficiency in MS Office and facility management software.