Senior Manager - Administration

Senior Manager Administration

About the job:

- Position Overview: We are seeking a highly skilled and motivated general workplace administration professional to oversee and enhance the operational and administrative functions for one our client.

- The selected candidate will be responsible for managing multiple aspects of the administrative functions of operations in India, ensuring smooth day-to-day operations, maintaining compliance, and implementing safety and facility management measures.

- This position is ideal for an experienced professional with a proven track record in office management, vendor coordination, and facilities upkeep within a dynamic and growing professional services firm.

Key Responsibilities:

Facility Management:

- Coordinate the movement of materials and ensure proper documentation.

- Oversee front office staff, receptionists, and administrative assistants while managing contract manpower and ensuring compliance with labor laws.

- Maintain effective communication with vendors to support day-to-day operations.

Staff Safety and Security:

- Ensure compliance with safety regulations and implement measures to prevent accidents.

- Coordinate emergency training, conduct fire and evacuation drills, facilitate earthquake safety sessions, and provide security guard training on CCTV and incident management.

Office Supplies and Vendor Management:

- Manage the ordering and replenishment of office supplies.

- Source, evaluate, and negotiate with vendors, handle office equipment procurement, and process invoices while maintaining accurate transaction records.

Purchase and Invoice Processing:

- Verify vendor credentials, manage insurance renewals, assist with employee hospitalization claims, and address any vendor payment inquiries to ensure smooth financial processes.

Facility Upkeep and Maintenances:

- Coordinate maintenance of electrical systems, air conditioning, and office equipment.

- Oversee Annual Maintenance Contracts (AMCs), handle complaints related to office facilities and conduct cleanliness inspections.

- Manage workspace allocation and minor office expansions.

Staff Transport Management:

- Oversee staff transport services, ensuring shuttle operations run smoothly.

- Maintain a logbook of complaints and provide data analysis for shuttle utilization, recommending improvements as needed.

Food and Cafeteria Management:

- Ensure food quality, hygiene, and variety meet employee expectations.

- Oversee tea/coffee vending machines and adapt offerings based on employee preferences and weather conditions.

Key Qualification:

- 13+ years of experience in administrative or office management roles, preferably within a professional services environment.

- Flexibility & Availability (Work from Office): This role is based in-office and requires high availability and flexibility to manage urgent or last-minute admin requests, in a dynamic work environment.

- Strong communication and interpersonal skills, with the ability to effectively collaborate with vendors, employees, and senior management.

- Expertise in vendor management, including sourcing, negotiating contracts, and invoice processing and working Finance for payments.

- Ability to manage multiple tasks and prioritize effectively in a fast-paced work environment.

- Strong knowledge of health, safety, and security regulations, with experience coordinating safety programs.

- Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint).

Personal Attributes:

- Proactive, solution-oriented, and highly organized.

- Strong attention to detail and commitment to quality.

- Ability to work under pressure and manage multiple tasks simultaneously.

- Strong leadership skills with a focus on team collaboration and motivation.