Manager-Administration

Key Responsibilities

1. General Administration

• Manage day-to-day administrative activities of the organization.
• Ensure smooth functioning of office and other company facilities.
• Coordinate with different departments for their administrative requirements.
• Maintain records, registers, documentation and administrative reports.
• Develop and implement administrative procedures, policies and systems.
• Monitor office/facility infrastructure, furniture, equipment and other assets.
• Coordinate with vendors, contractors and service providers.
• Ensure timely completion of repair, maintenance and other facility-related work.

2. Housekeeping Management

• Supervise housekeeping staff and ensure proper allocation of duties.
• Maintain high standards of cleanliness and hygiene across office premises, common areas, washrooms, meeting rooms and other facilities.
• Prepare housekeeping schedules, checklists and duty rosters.
• Monitor consumption and availability of cleaning materials and supplies.
• Ensure proper maintenance of housekeeping equipment and inventory.
• Conduct regular inspections and address cleanliness-related issues promptly.
• Coordinate with external housekeeping agencies, wherever applicable.

3. Guest House Management

• Manage the overall operations of the company guest house.
• Coordinate guest room bookings, check-in/check-out and room allocation.
• Maintain guest house occupancy and booking records.
• Ensure cleanliness, maintenance, food arrangements and other guest requirements.
• Coordinate with housekeeping, maintenance and vendors for smooth guest house operations.
• Monitor guest house expenses and ensure proper documentation.
• Ensure a comfortable and professional experience for company guests, visitors and employees.

4. Event Management

• Plan and coordinate internal and external company events, meetings, conferences, employee functions and other activities.
• Manage venue arrangements, seating, catering, decoration, housekeeping, transportation and other logistical requirements.
• Coordinate with vendors and service providers for event-related requirements.
• Prepare event budgets and monitor expenses.
• Ensure timely execution of all event activities.
• Handle on-ground coordination and resolve issues during events.
• Maintain an event calendar and proper records of completed events.

5. Petty Cash Management

• Maintain and manage the administration department's petty cash.
• Record all petty cash transactions accurately and systematically.
• Process petty cash expenses against proper bills, vouchers and approvals.
• Conduct regular cash reconciliation.
• Submit periodic petty cash statements and supporting documents to Accounts/Management.
• Ensure expenses remain within approved budgets and company policies.
• Maintain proper records for audit and verification purposes.

6. Vendor & Contract Management

• Identify and coordinate with vendors for housekeeping, maintenance, catering, transportation, security and other administrative services.
• Obtain quotations and coordinate comparative statements where required.
• Monitor vendor performance and service quality.
• Ensure timely renewal of AMC/service contracts and other administrative agreements.
• Resolve vendor-related issues and escalate critical matters to management.

8. Inventory & Administrative Procurement

• Maintain inventory of housekeeping materials, stationery, pantry supplies and other administrative consumables.
• Monitor stock levels and initiate timely purchase requirements.
• Coordinate with the Purchase Department for procurement.
• Maintain proper issue/consumption records.
• Avoid unnecessary wastage and ensure cost-effective utilization of resources.

9. Employee & Visitor Support

• Coordinate arrangements for visitors, clients, vendors and company guests.
• Ensure meeting rooms and common areas are properly prepared.
• Support employee requirements related to administration and facilities.
• Coordinate transportation, accommodation and other logistical arrangements whenever required.

10. Compliance, Safety & Documentation

• Ensure administrative activities comply with company policies and applicable statutory requirements.
• Maintain proper records and documentation related to facilities, vendors, guest house, petty cash and events.
• Coordinate with security and relevant teams regarding workplace safety and emergency preparedness.
• Report major facility, safety or administrative issues to management immediately.

Key Performance Indicators (KPIs)

• Overall cleanliness and maintenance standards
• Efficient management of guest house operations
• Timely and successful execution of company events
• Accuracy of petty cash records and reconciliation
• Administrative cost control
• Vendor/service quality and response time
• Timely resolution of maintenance issues
• Availability of essential administrative supplies
• Employee and visitor satisfaction with administrative services
• Compliance with company administrative policies

Required Skills & Competencies

• Strong administrative and organizational skills
• Excellent coordination and multitasking abilities
• Good vendor and people-management skills
• Strong communication and interpersonal skills
• Good knowledge of MS Excel, Word and basic office applications
• Basic understanding of budgeting, expense control and petty cash management
• Problem-solving and decision-making ability
• Ability to manage staff and housekeeping teams
• Event planning and execution skills
• Strong follow-up and time-management skills
• Ability to work under pressure and handle multiple priorities
• Professional, disciplined and service-oriented approach

Educational Qualification

Graduate in any discipline. A qualification in Business Administration, Hospitality Management, Facility Management or a related field will be an added advantage.

Preferred Experience

5-10 years of relevant experience in administration, facility management, hospitality, corporate administration, hotel/guest house management, event management or a similar role.