Job Description – Administration Manager
Key Responsibilities
1.

General Administration
Ensure the smooth day-to-day functioning of office administration and support services.

Maintain organized office systems, workspaces, storage areas, and administrative processes to enable efficient operations.

Provide seamless administrative support to all business functions while ensuring adherence to company policies and procedures.

Coordinate routine office requirements, supplies, and administrative resources.
2.

Vendor Management, Compliance & Documentation
Manage and maintain contracts, licenses, insurance policies, statutory permits, and other legal documentation related to company operations and events.

Maintain accurate and up-to-date records of vendors, venues, service providers, office assets, and inventory.

Coordinate with vendors to ensure compliance with contractual and statutory requirements.

Ensure all administrative documentation is complete, organized, and readily accessible for audits and operational requirements.
3.

Event Logistics & Operational Support
Coordinate procurement, travel arrangements, accommodation, transportation, and other logistical requirements to support successful event execution.

Be available to travel and provide on-ground administrative and logistical support at event venues whenever assigned.

Coordinate movement of event materials, equipment, and documentation while ensuring timely delivery to event sites.

Support event teams by managing vendor coordination, food & beverage arrangements, travel logistics, and administrative requirements before, during, and after events.
4.

Budget Management & Cost Control




Monitor and manage administrative budgets while ensuring optimum utilization of resources.

Coordinate with the Finance team for invoice tracking, vendor payments, and budget reconciliation.

Identify opportunities to improve administrative efficiency and implement cost-saving initiatives without compromising service quality.
5.

Invoice Processing & Financial Controls
Submit vendor invoices, particularly transport and travel-related bills, to Finance within agreed timelines.

Verify all invoices against approved master sheets and supporting documentation before submission.

Ensure invoice accuracy by validating rates, quantities, GST, TDS applicability, and vendor information.

Maintain complete documentation supporting all administrative expenses.

Submit cash expense statements and supporting bills promptly without requiring follow-ups.
6.

Process Management & Documentation
Maintain and regularly update the Administration Workflow Master Sheet and other operational trackers.

Ensure all administrative processes, records, and documentation remain accurate, current, and easily accessible.

Continuously improve documentation standards and process efficiency through regular reviews and updates.
7.

Facility Management
Ensure office premises, storage areas,



and event support facilities are safe, functional, and well maintained.

Coordinate housekeeping, repairs, maintenance, and vendor services to maintain a professional working workplace.

Ensure compliance with health, safety, and workplace cleanliness standards.
8.

Communication & Responsiveness
Demonstrate prompt responsiveness to calls, emails, messages, and internal requests during working hours.

Maintain proactive communication with internal stakeholders, vendors, and event teams to ensure timely completion of tasks.

Take ownership of assigned responsibilities and minimize the need for repeated follow-ups or reminders.

Escalate issues proactively whenever timelines, budgets, or operational commitments are at risk.

Qualifications & Experience
Education
Bachelor’s degree in business administration, Commerce, Management, or a related discipline.

Experience
4–6 years of experience in Administration, Office Operations, Event Administration, or Facilities Management.

Experience in the Event Management, Experiential Marketing, Media, Hospitality, or Advertising industry will be preferred.

Key Competencies
Strong organizational and multitasking skills.

Excellent planning and coordination abilities.

Attention to detail and documentation accuracy.

Strong vendor management and negotiation skills.

Financial discipline and administrative controls.

Effective communication and stakeholder management.

Ability to work under pressure and support multiple events simultaneously.

High sense of ownership, accountability, and responsiveness.

📌 Administration Manager (Vasanth Nagar)
🏢 CAB Experiences
📍 Vasanth Nagar