administration manager.

Role Purpose

The Administration Manager is responsible for leading and managing the end-to-end administration and facilities function with a strong focus on operational excellence, employee experience, statutory compliance, and cost optimization. The role ensures smooth functioning of all company premises, including offices and warehouses, while aligning administrative operations with the company’s Environmental, Social, and Governance (ESG) principles.

The position plays a critical role in vendor management, facilities maintenance, health & safety compliance, inventory control, and supporting company expansion initiatives.

Key Responsibilities

• Ensure compliance with all applicable health, safety, security, and workplace regulations.

• Conduct annual fire safety drills and safety trainings; maintain updated documentation.

• Appoint and manage Fire Marshals; ensure periodic inspection of fire safety equipment.

• Recommend and implement best-in-class safety and security systems based on risk assessments.

• Organize safety induction programs and regular safety briefings for employees.

• Support or lead the Employee Health, Safety, Welfare & Environment Committee.

a) Catering

• Ensure quality food services for employees as per agreed standards.

• Monitor vendor performance and budget; collaborate with Procurement for cost optimization.

b) Housekeeping

• Ensure consistent housekeeping standards across all premises.

• Optimize utilization of housekeeping services while meeting regulatory norms.

c) Administration Helpdesk

• Ensure timely resolution of employee requests through the Administration Helpdesk.

d) Support to MD & International Guests

• Coordinate administrative support for the MD and international visitors.

• Manage mobile service providers, billing, and official connectivity requirements.

• Track administrative expenses against approved budgets.

• Propose and implement cost-saving initiatives.

• Oversee stationery and consumables procurement and inventory control.

• Ensure printing and branding compliance as per company guidelines.

• Prepare and forecast administrative budgets (up to 3 years).

• Maintain asset inventory (furniture, fixtures, equipment, vehicles) for audits.

• Oversee vendor onboarding, evaluation, and performance monitoring.

• Ensure timely renewal of AMC contracts and service agreements.

• Identify and onboard new vendors in coordination with Procurement.

• Approve POs, invoices, and vendor payments within approved budgets.

• Ensure vendor compliance with labour laws and statutory requirements.

• Support statutory audits in coordination with HR Compliance.

Vendors

• Ensure compliance with PF, ESI, and Shops & Establishments Acts.

• Maintain records and obtain statutory documents from service providers.

Premises

• Ensure timely renewal of licenses and certifications, including:

  • Shops & Establishment License

  • Eating House / Canteen License

  • FSSAI License (Caterer)

  • Fire Safety Certificate (Form B)

  • Electrical Audit Certificates

• Coordinate with labour consultants and authorities as required.

• Ensure efficient dispatch workflows and manpower utilization.

• Review and improve dispatch processes periodically.

Head Office – Mumbai (BKC)

• Liaison with building management for utilities, HVAC, parking, security, renovations, and payments.

• Coordinate vendor access, gate passes, and facility-related approvals.

Zonal Offices / Warehouses

• Oversee landlord coordination, utilities, maintenance, housekeeping, fire safety, and rentals.

• Provide end-to-end administrative support for expansion projects.

• Coordinate internal and external stakeholders and lead assigned projects.

• Maintain strong working relationships with authorities such as:

  • BMC, EPFO, ESIC, Labour Department

  • Utility providers, telecom operators, and service agencies

• Represent the company professionally in all external interactions.

• Define clear roles and responsibilities for the administration team.

• Coach, guide, and develop team members.

• Monitor performance and improve efficiency, quality, and turnaround time.

• Recommend and facilitate training programs.

• Support HR initiatives and employee engagement activities.

• Promote a positive, inclusive, and employee-friendly work environment.

• Environment: Energy conservation, waste reduction, sustainability initiatives.

• Social: Workplace safety, ethical vendor practices, labour law compliance.

• Governance: Regulatory compliance, transparency, ethical business conduct.

Confidentiality & Discretion

• Handle sensitive and confidential company information with the highest level of integrity and discretion.

Education

• Graduate with Post-Graduation / MBA in Business Administration or Facilities Management.

Experience

• 5–7 years of experience leading Office Administration / Facilities teams.

Job Knowledge & Skills

• Strong understanding of office administration and facilities management.

• Knowledge of statutory compliance, vendor management, and budgeting.

• Exposure to AI tools and workflow automation for administrative efficiency.

• Strong analytical, planning, and problem-solving skills.

• Excellent communication, interpersonal, and stakeholder management skills.

• Proficiency in MS Office, MS Teams, and digital tools.

experience