Assistant Manager- Admin

1. Core Qualifications & Key Skills

• Administration & Facilities: Office management, inventory control, vendor/AMC management, housekeeping, transport, security, and event planning.
• Leadership & Supervision: Delegating tasks, team scheduling, performance monitoring, and staff training.
• Financial & Operations: Expense tracking, budget optimization, procurement processing, and invoice verification.
• Technical Proficiency: MS Office/G Suite (Excel, Word, Google Sheets), ERP systems (SAP/Oracle), CRM/ticketing software, and calendar tools.

2. Key Responsibilities & Daily Duties

Office & Facilities Operations

• Facility Management: Oversee housekeeping, maintenance, office infrastructure, HVAC, and utility management to ensure a safe, clean workplace.
• Procurement & Inventory: Supervise the purchase of office supplies, stationary, IT assets, and pantry goods; conduct periodic physical audits and maintain register records.
• Space & Visitor Management: Coordinate seating arrangements, desk allocations, front-desk operations, and visitor protocols.

Vendor & Contract Management

• Sourcing & Negotiation: Evaluate vendor quotes, negotiate terms, and maintain healthy long-term supplier relationships.
• AMC Tracking: Track Annual Maintenance Contracts (AMCs) for office equipment, printers, security systems, and air conditioning units.
• Billing & Payments: Review vendor invoices, reconcile service logs, and process payment requests with the finance team.

Team Supervision & Human Resources Support

• Team Leadership: Direct and supervise administrative staff, receptionists, security guards, and support/pantry staff.
• Onboarding & Logistics: Assist HR with logistics for new hire onboarding, workstation setups, ID badges, and access controls.
• Event Planning: Coordinate company events, town halls, offsite meetings, workshops, and client visits.

Budgeting, Travel & Executive Support

• Expense Management: Track monthly administrative budgets, look for cost-saving opportunities, and approve petty cash expenditures.
• Travel & Accommodation: Oversee corporate travel arrangementsincluding flights, hotels, visa processing, and cab booking logistics.
• Compliance & Safety: Enforce office security protocols, health & safety standards, fire drills, and statutory administrative compliance