Assistant Manager-Admin & Operations

Admin & Operations will be responsible for managing day-to-day administrative and operational activities to ensure smooth, efficient, and uninterrupted functioning of the assigned office/campus/centre. The role will involve facility management, vendor coordination, inventory and asset management, employee support, housekeeping, security, maintenance, and coordination with internal and external stakeholders. The incumbent will be expected to proactively identify operational requirements, resolve issues within defined timelines, maintain administrative records, and ensure adherence to organizational policies and safety standards.

Key Responsibilities:

1. Administration & Facility Management

• Manage day-to-day administrative operations of the assigned office/campus/centre.

• Ensure proper upkeep and maintenance of office infrastructure, workspaces, classrooms, meeting rooms, common areas, and other facilities.

• Coordinate for electrical, plumbing, civil, HVAC, internet, housekeeping, security, and other facility-related requirements.

• Conduct regular facility inspections and ensure timely resolution of operational issues.

• Maintain a clean, safe, and professional working environment.

2. Vendor & Service Provider Management

• Coordinate with vendors and service providers for housekeeping, security, maintenance, transportation, stationery, utilities, and other administrative services.

• Obtain quotations, compare commercial proposals, and coordinate with the relevant teams for approvals.

• Monitor vendor performance, service quality, SLAs, and timely delivery. • Maintain vendor records, agreements, invoices, and supporting documentation.

• Escalate recurring service-related issues and ensure corrective action.

3. Procurement & Inventory Management

• Raise and coordinate administrative purchase requirements as per approved processes.

• Maintain inventory of stationery, office supplies, consumables, housekeeping materials, and other operational items. • Track stock levels and ensure timely replenishment.

• Maintain proper records of purchases, consumption, stock movement, and asset allocation.

• Coordinate with Finance/Procurement teams for purchase orders, invoices, and payments.

4. Asset Management

• Maintain records of office furniture, IT/non-IT equipment, appliances, and other administrative assets.

• Ensure proper tagging, allocation, movement, and handover of assets. • Conduct periodic physical verification of assets and identify discrepancies.

• Coordinate for repair, replacement, maintenance, and disposal of assets as required.

5. Employee & Stakeholder Support

• Provide administrative support to employees, faculty, students, visitors, and other stakeholders, wherever applicable.

• Coordinate seating/workstation requirements, employee facilities, access cards, parking, transportation, and other administrative needs. • Support onboarding and exit-related administrative requirements.

• Coordinate with HR, IT, Finance, Academics, Security, and other departments for smooth operations. 6. Housekeeping & Security Management

• Monitor housekeeping and security staff deployment and attendance. • Ensure adherence to defined hygiene, cleanliness, safety, and security standards.

• Coordinate visitor management and access control.

• Maintain records of incidents, security issues, and corrective actions. • Conduct periodic checks of emergency equipment, fire safety systems, and other safety arrangements.

7. Operations & Event Support

• Provide administrative and logistical support for meetings, workshops, seminars, training programs, examinations, events, and institutional activities.

• Coordinate venue readiness, seating arrangements, equipment, refreshments, housekeeping, security, and other event requirements.

• Ensure operational preparedness before and during events.

8. Documentation & MIS

• Maintain administrative records, vendor documentation, contracts, invoices, purchase records, asset registers, and inventory records.

• Prepare periodic MIS reports related to administration, expenses, inventory, assets, vendors, and facility issues.

• Maintain trackers for preventive maintenance, AMC renewals, utilities, and other recurring operational activities.

• Ensure timely submission of reports to management