Walk-in || Administration Manager

Job Description Admin Manager

Company: IVTEX Corporate Solutions Pvt. Ltd. (ICSPL)
Position: Admin Manager
Department: Administration & Corporate Operations
Job Type: Full-Time
Location: Bhubaneswar, Odisha
Experience: 48 Years
Qualification: Graduate/Postgraduate; MBA/PGDM in Administration, HR, Operations, or Management preferred

Job Summary

We are looking for an experienced and proactive Admin Manager to manage day-to-day office administration, facilities, procurement, vendor coordination, assets, documentation, travel, employee support, and overall corporate operations.

The ideal candidate should have strong administrative and coordination skills and be capable of independently managing multiple operational requirements while ensuring timely execution, proper documentation, cost control, and compliance with organizational procedures.

Key Responsibilities

Administration & Office Operations

• Manage overall day-to-day office administration and operational activities.
• Ensure smooth functioning of office facilities, infrastructure, housekeeping, security, utilities, and other support services.
• Coordinate requirements across different departments, project locations, and branch/site offices.
• Maintain administrative records, registers, trackers, and MIS reports.
• Coordinate office maintenance and resolve administrative issues within defined timelines.
• Support management in routine and priority administrative activities.

Procurement & Vendor Management

• Handle end-to-end procurement of office supplies, IT assets, equipment, furniture, consumables, and operational requirements.
• Obtain quotations, prepare comparative statements, negotiate with vendors, and coordinate approvals.
• Identify and onboard suitable vendors/service providers.
• Maintain vendor databases, agreements, quotations, purchase records, and payment trackers.
• Monitor vendor performance, delivery timelines, service quality, and commercial terms.
• Coordinate with Accounts for invoice verification and vendor payment processing.

Asset & Inventory Management

• Maintain complete records of company assets, including laptops, desktops, mobile devices, furniture, equipment, and other resources.
• Manage asset allocation, transfer, return, replacement, and disposal processes.
• Maintain Asset Handover/Return Acknowledgement documentation.
• Conduct periodic physical verification of company assets.
• Monitor stock levels and maintain inventory records.

Facility Management

• Coordinate electricity, maintenance, internet, housekeeping, security, repair, and other facility-related services.
• Ensure office premises are maintained in a professional and functional condition.
• Coordinate with landlords, building management, service providers, and maintenance agencies.
• Monitor facility-related bills and submit them for timely approval/payment.

Travel & Logistics

• Coordinate employee and management travel arrangements, including tickets, hotels, local transportation, and other logistics.
• Manage travel-related documentation and reimbursement coordination.
• Coordinate dispatch, courier, transportation, and movement of company assets/documents.
• Support logistics for employees deployed at project/client locations.

Employee Administration Support

• Coordinate employee joining infrastructure, ID cards, seating arrangements, laptops/assets, and joining kits.
• Support onboarding and exit formalities from an administrative perspective.
• Coordinate asset clearance and other administrative clearances during employee separation.
• Support employee engagement activities, office celebrations, meetings, and corporate events.
• Coordinate with HR for attendance, employee records, and operational requirements where necessary.

Banking & Documentation Coordination

• Coordinate routine banking documentation, KYC requirements, authorized signatory documents, DD/BG/EMD-related administrative documentation, as assigned.
• Maintain records of important corporate and administrative documents.
• Coordinate document signatures, dispatches, acknowledgements, and follow-ups with concerned stakeholders.
• Ensure confidentiality and proper custody of sensitive company documents.

Compliance & Corporate Coordination

• Assist management and concerned departments with documentation required for statutory registrations, renewals, audits, certifications, and corporate compliance.
• Coordinate documentation with banks, consultants, auditors, government departments, and external agencies.
• Maintain proper documentation and trackers for renewals, agreements, licenses, and administrative compliances.

MIS & Reporting

• Prepare daily, weekly, and monthly administrative MIS reports.
• Maintain procurement, vendor, asset, expense, facility, travel, and operational trackers.
• Monitor pending administrative activities and follow up with responsible stakeholders.
• Provide management with timely updates on operational issues, expenses, and pending approvals.

Required Skills

• Office Administration & Corporate Operations
• Facility Management
• Procurement & Purchase Management
• Vendor Management & Negotiation
• Asset & Inventory Management
• Travel & Logistics Coordination
• Documentation & Record Management
• Employee Administration
• Banking Documentation Coordination
• Expense & Reimbursement Coordination
• MIS & Management Reporting
• Event & Meeting Coordination
• Strong Follow-up & Stakeholder Management
• Cost Control & Budget Monitoring

Technical / Tool Knowledge

Candidates should have good working knowledge of:

• Microsoft Excel Pivot Tables, XLOOKUP/VLOOKUP, filters, formulas, data validation, and MIS reporting
• Google Sheets & Google Workspace
• Microsoft Word & PowerPoint
• Email & Calendar Management
• ERP/HRMS/Asset Management systems
• Basic accounting and invoice documentation
• Tally/Accounting software knowledge will be an added advantage

Candidate Requirements

• Minimum 4-8 years of relevant experience in Administration, Corporate Operations, Facility Management, or a similar role.
• Prior experience independently managing office administration is preferred.
• Strong vendor negotiation and procurement skills.
• Excellent documentation and record-management abilities.
• Ability to coordinate with employees, senior management, vendors, banks, consultants, and external agencies.
• Strong communication skills in English and Hindi; knowledge of Odia will be advantageous.
• Ability to handle confidential information responsibly.
• Strong problem-solving, multitasking, and decision-making abilities.
• Ability to work under deadlines and manage multiple priorities simultaneously.
• Candidates with experience in IT/ITES, infrastructure, government projects, consulting, or project-based organizations will be preferred.

Walk-In Interview Details

Position: Admin Manager
Interview Mode: Walk-In Drive
Company: IVTEX Corporate Solutions Pvt. Ltd. (ICSPL)
Venue: 2nd Floor, Tower-1 Commercial Complex, NBCC Imperia, 203, MCL Rd, New Government Colony, Mancheswar, Bhubaneswar, Odisha 751017

Interview Type: Face-to-Face

Documents to Carry

• Updated Resume/CV
• Valid Photo ID
• Educational certificates
• Experience/Relieving Letters, if available
• Latest salary slip, if applicable

Interested candidates meeting the above requirements are invited to attend the walk-in interview at the mentioned office location.

Perks and benefits

Health insurance, Provident fund