Role Summary

We are looking for an experienced Admin Manager to lead the end-to-end administration function for our Bengaluru office. The role owns facilities upkeep, housekeeping, transport, vendor management, procurement approvals, and workplace hygiene & safety, while managing a team of admin support staff. The ideal candidate is hands-on, vendor-savvy, and comfortable balancing day-to-day operations with cost and process discipline.

Key Responsibilities

Team & People Management

- Lead, supervise and schedule the admin support team – executives, housekeeping, and security staff.
- Set clear SOPs, assign duties, monitor performance and conduct regular team briefings.
- Handle attendance, leave planning, and act as first point of escalation for team-related issues.
- Train and onboard new admin staff and third-party contract personnel. Facilities, Housekeeping & Hygiene
- Ensure the workplace is consistently clean, well-maintained and compliant with hygiene standards across all floors/areas.
- Own preventive maintenance schedules for office infrastructure – HVAC, plumbing, electrical, pest control, etc.
- Conduct regular facility walk-throughs and audits; track closure of snags/complaints via a ticketing log.
- Manage seating, space planning and office upkeep for a smooth employee experience.
- Ensure fire safety, first-aid and statutory workplace safety compliance. Transport Management
- Plan and manage employee transport/cab services, routes and vendor SLAs.
- Monitor transport costs, safety compliance and driver conduct.
- Handle escalations related to pick-up/drop delays,



vehicle condition, and billing discrepancies. Vendor Management & Procurement
- Identify, evaluate and onboard vendors for housekeeping, pantry, transport, stationery, AMC services etc.
- Drive vendor quote comparisons (RFQs), negotiate pricing and finalize contracts/SLAs.
- Review and approve purchase orders and invoices within defined authority limits.
- Track vendor performance, renewals, and maintain a vendor contract calendar. Stock, Inventory & Budgets

• Manage inventory of office supplies, pantry consumables, housekeeping and stationery items; ensure adequate stock levels without over-ordering. • Set up and maintain stock registers/trackers and conduct periodic physical stock audits.

- Prepare and manage the annual admin budget; track actuals vs. budget monthly and flag variances.
- Identify cost-saving opportunities across housekeeping, transport and vendor contracts without compromising quality. Efficiency & Process Improvement
- Continuously streamline admin processes (approvals, procurement, ticketing) to reduce turnaround time.
- Introduce/maintain easy trackers or tools for facility requests, vendor payments and inventory.
- Support internal audits (ISO, safety, statutory)



related to administration and facilities. Requirements
- 6–8 years of experience in Administration / Facilities Management, with at least 1–2 years in a team-handling capacity.
- Proven experience managing housekeeping, transport, security and vendor operations in a corporate office environment.
- Strong vendor negotiation and quote-comparison skills; comfortable owning procurement approvals.
- Working knowledge of inventory/stock management processes and basic budgeting.
- Fairly good verbal and written communication skills – able to coordinate across employees, leadership and external vendors.
- Proficient in MS Excel/Google Sheets for tracking budgets, inventory and vendor data.
- Ability to stay calm and organized under pressure, managing multiple priorities and escalations simultaneously.
- Graduate in any discipline; a diploma/certification in Facilities Management is an added advantage.
- Willingness to understand and adhere to the organization’s Information Security policies, including access control, visitor management and data confidentiality norms applicable to the admin function. What Success Looks Like
- A consistently clean, safe and well-run workplace with minimal employee complaints.
- Vendor costs kept within budget through effective negotiation and periodic re-evaluation.
- Zero stock-outs of critical office/pantry supplies, with lean, well-tracked inventory.
- A well-managed, motivated admin team with clear ownership and low escalation turnaround time.

📌 Admin Manager (India)
🏢 Insure Pro 2.0
📍 India