Role & responsibilities

Develop, implement and maintain administration policies, SOPs, and governance frameworks aligned with organizational requirements.

Oversee day-to-day administration of all offices, including housekeeping, security, pantry, reception, transport, and facility management.

Manage office infrastructure, repairs, maintenance, AMC contracts, and preventive maintenance schedules.

Ensure timely procurement of office supplies, stationery, furniture, equipment, and services while maintaining cost efficiency.

Manage vendor selection, negotiations, contracts, renewals, service-level agreements (SLAs) and periodic vendor performance reviews.

Ensure compliance with health, safety, fire, statutory, and facility-related regulatory requirements.

Coordinate employee travel, hotel bookings, visa support, transportation, and guest hospitality arrangements.

Plan and monitor office space utilization, seating arrangements, office expansions, relocations, and renovation activities

Monitor administration budgets, control operational expenses, and identify opportunities for cost optimization.

Oversee company asset management, including issuance, tracking, maintenance, verification, and disposal of office assets.

Ensure uninterrupted availability of utilities such as electricity, internet connectivity, water supply, air conditioning, DG backup, and other essential office services.

Lead business continuity support for office operations during emergencies or unforeseen situations.

Drive workplace improvement initiatives to enhance employee comfort, productivity, and overall workplace experience.





Coordinate with HR, IT, Finance, Legal, Procurement, and Business Heads for seamless administrative support.

Develop and monitor administration KPIs related to vendor performance, procurement turnaround time, facility uptime, employee satisfaction, and budget adherence.

Preferred candidate profile

Strong knowledge of facilities management, office administration, procurement, and vendor management.

Excellent negotiation, contract management, and cost optimization skills.

Strong planning, organizational, and multitasking abilities.

Good understanding of workplace safety, statutory compliance, and facility operations.

Solid stakeholder management and people management capabilities.

Excellent communication and interpersonal skills.

Proficient in Microsoft Office, ERP/Admin Management Systems, and digital collaboration tools.

Ability to manage multiple priorities in a fast-paced business environment.

Desired Skill:

812 years of experience in Administration, Facilities Management, or Corporate Services, preferably in the IT or service industry.

Proven experience in vendor management, procurement, facility operations, and office infrastructure management.

Strong understanding of administration budgeting, contract management, and statutory compliance.

Experience in workplace management, employee services, travel administration, and corporate facilities.

Bachelor’s degree in business administration, Facilities Management, or a related discipline. An MBA or Postgraduate qualification will be an added advantage.

📌 Admin Manager (Mumbai)
🏢 Pentagon System and Services
📍 Mumbai