Deputy Manager - Administration

We are looking for an experienced and proactive Deputy Manager Administration to oversee administrative operations, facilities management, vendor coordination, procurement support, and general office administration. The ideal candidate should have strong organizational and leadership skills, hands-on experience with SAP, and preferably a background in the real estate, infrastructure, or construction industry.

Key Responsibilities

• General Administration: Manage day-to-day administrative operations, office facilities, infrastructure, housekeeping, security, transportation, and other support services.
• Facilities Management: Ensure the smooth functioning and maintenance of office premises, utilities, equipment, and common areas.
• Vendor Management: Coordinate with vendors and service providers, negotiate commercial terms, monitor service quality, and ensure timely delivery of services.
• Procurement & Inventory: Manage administrative procurement, purchase requisitions, inventory control, asset tracking, and consumables management in accordance with company policies.
• SAP & MIS Reporting: Use SAP for purchase requisitions, purchase orders, service entries, invoice tracking, cost monitoring, and administrative reporting, as applicable.
• Budget & Cost Control: Prepare and monitor administrative budgets, control operating expenses, and identify opportunities for cost optimization.
• Compliance & Documentation: Maintain administrative records, contracts, agreements, licenses, insurance documents, and other statutory and compliance-related documentation.
• Real Estate / Site Administration: Coordinate office and project-site administrative requirements, facility upkeep, utility services, security, housekeeping, and vendor activities, wherever applicable.
• Employee Support Services: Oversee employee-related administrative services, including travel, accommodation, transport, visitor management, and other workplace support requirements.
• Asset Management: Maintain records of company assets, oversee asset allocation and movement, and coordinate periodic physical verification.
• Team Management: Supervise administrative staff, allocate responsibilities, monitor performance, and ensure timely completion of assigned tasks.
• Process Improvement: Develop and implement standard operating procedures (SOPs) to improve administrative efficiency, service quality, and cost effectiveness.
• Stakeholder Coordination: Liaise with internal departments, finance, HR, procurement, project teams, and senior management to ensure seamless administrative support.

Required Qualifications & Experience

• Graduate in any discipline; MBA or a postgraduate qualification in Management / Administration will be an added advantage.
• 10–12 years of relevant experience in administration, facilities management, or corporate services.
• Hands-on experience with SAP ERP, particularly in administrative procurement, purchase orders, vendor invoices, asset management, and MIS reporting.
• Prior experience in the real estate, infrastructure, construction, or property management industry is highly preferred.
• Experience in vendor management, facilities operations, budgeting, procurement coordination, and administrative compliance.
• Proven ability to manage teams, multiple priorities, and cross-functional stakeholders.

Required Skills & Competencies

• Strong administrative planning and organizational skills.
• Proficiency in SAP and MS Office, particularly Excel.
• Vendor negotiation, cost control, and budget management.
• Excellent communication, coordination, and interpersonal skills.
• Strong problem-solving and decision-making abilities.
• Attention to detail and effective documentation management.
• Ability to work independently and manage multiple operational requirements.

Key Performance Indicators (KPIs)

• Timely and efficient completion of administrative activities.
• Adherence to administrative budgets and cost-control targets.
• Vendor service quality and compliance with agreed service levels.
• Accuracy of SAP transactions, asset records, and administrative MIS.
• Timely renewal and maintenance of contracts, licenses, and compliance documents.
• Facility uptime, workplace safety, and employee service satisfaction.

Preferred Candidate Profile: A hands-on administration professional with 10–12 years of experience, strong SAP working knowledge, and preferably exposure to real estate or project-based operations, capable of independently managing administrative functions and supporting business operations efficiently.