Assistant Manager/Manager - Administration

Assistant Manager Administration | Bata India

Location: Gurgaon
Function: Administration & Facilities
Reporting to: AVP - Human Resources

Role Overview
We are looking for an experienced Administration Manager to manage end-to-end administration and workplace services for the corporate office. The role will be responsible for ensuring a safe, efficient, compliant and employee-friendly workplace while driving operational excellence, vendor governance and cost optimisation.

Key Responsibilities

1. Workplace & Facility Management

• Manage day-to-day administration and facilities operations of the corporate office.
• Ensure smooth functioning of office infrastructure, housekeeping, pantry, maintenance, utilities and employee amenities.
• Oversee office seating, space utilisation, meeting rooms, workstations and common areas.
• Coordinate preventive and corrective maintenance of office facilities.

2. Vendor & Contract Management

• Manage facility management, housekeeping, security, pest control, transport, pantry and other service vendors.
• Handle vendor empanelment, negotiations, contracts, SLAs, performance reviews and payments.
• Monitor service quality and ensure adherence to agreed SLAs/KPIs.
• Drive vendor consolidation and cost optimisation initiatives.

3. Employee Services

• Ensure seamless employee services including parking, access cards, lockers, transportation and office amenities.
• Coordinate onboarding-related administrative requirements such as workstation, ID/access cards, parking and other facilities.
• Address employee queries and resolve workplace-related concerns.

4. Security & Safety

• Manage office security operations and access control.
• Coordinate with security agencies and ensure compliance with security protocols.
• Support emergency preparedness, fire safety, evacuation drills and business continuity initiatives.
• Ensure statutory and safety requirements related to workplace operations are met.

5. Travel & Transport

• Oversee corporate travel desk, employee transportation and related vendors.
• Manage travel arrangements, cab services and related administration processes.
• Ensure adherence to corporate travel policies and cost controls.

6. Budget & Cost Management

• Prepare and manage the annual administration budget.
• Track monthly expenses against budget and identify opportunities for cost optimisation.
• Ensure timely processing and verification of vendor invoices.
• Drive cost-effective procurement of administration-related goods and services.

7. Compliance & Documentation

• Ensure compliance with applicable workplace, facility and statutory requirements.
• Maintain contracts, licences, AMC records, vendor documentation and other administrative records.
• Coordinate with internal stakeholders, auditors and external agencies as required.

8. Projects & Workplace Initiatives

• Lead office renovation, relocation, expansion and infrastructure projects.
• Support employee engagement and workplace experience initiatives.
• Identify opportunities to digitise and streamline administrative processes.

Required Skills & Experience

• 7–12 years of experience in administration, facilities, workplace management or corporate services, preferably with a large corporate/structured organisation.
• Experience managing corporate office administration and multiple facility vendors.
• Strong knowledge of facility management, vendor management, workplace safety and administration processes.
• Good commercial acumen with experience in budgeting, negotiations and cost optimisation.
• Strong stakeholder management and communication skills.
• Ability to manage multiple priorities and external partners effectively.
• Proficiency in MS Office and facility/workplace management systems.
• Experience in managing teams and service partners.

Preferred Profile

Experience in a large corporate, FMCG, retail, manufacturing, consumer, hospitality or similarly complex organisation with exposure to high-volume employee services and structured corporate processes.