ASSISTANT MANAGER – ADMINISTRATION

Experience Required: 3–6 Years
Qualification: Graduate and above
Location: Hyderabad / Raipur
Salary: As per industry standards

ROLE OVERVIEW

The Assistant Manager – Administration will be responsible for managing the end-to-end administration and facilities of the corporate office, ensuring smooth day-to-day operations, effective vendor management, procurement, infrastructure maintenance, inventory control, and timely resolution of administrative requirements.

The role requires a proactive and organized professional with strong experience in corporate office administration, vendor management, procurement, facilities, and team coordination.

KEY ROLES & RESPONSIBILITIES

1. Corporate Office Administration

- Manage the day-to-day administration and facilities operations of the corporate office.
- Ensure the office premises are clean, safe, well-maintained, and professionally managed.
- Manage housekeeping, security, pantry, reception, transportation, maintenance, and other facility-related activities.
- Ensure smooth functioning of all administrative services and support facilities.
- Coordinate office seating, workspace requirements, infrastructure setup, and relocation requirements.
- Handle employee concerns related to facilities, housekeeping, transportation, pantry, seating, and other administrative matters.

2. Vendor Management & Procurement

- Manage end-to-end vendor management, including identification, sourcing, evaluation, negotiation, onboarding, and performance monitoring.
- Identify and procure new vendors/service providers based on business requirements, quality, pricing, service capability, and reliability.
- Develop and maintain a reliable vendor network for housekeeping, security, maintenance, transportation, stationery, pantry, facility management, and other corporate office requirements.
- Source quotations from multiple vendors, evaluate commercial proposals, and negotiate competitive rates and service terms.
- Conduct vendor due diligence and coordinate documentation required for vendor onboarding.
- Monitor vendor performance, service quality, SLA adherence, and turnaround time.
- Address vendor-related issues and ensure timely resolution of service gaps.
- Maintain updated vendor databases, agreements, quotations, invoices, and other relevant documentation.
- Regularly review existing vendors and identify opportunities for cost optimization, service improvement, and alternate vendor development.

3. Facilities & Maintenance Management

- Ensure proper maintenance of office infrastructure, furniture, electrical systems, plumbing, air conditioning, equipment, and other facilities.
- Coordinate preventive and corrective maintenance activities.
- Raise and follow up on maintenance and repair requirements until closure.
- Conduct regular facility inspections and identify areas requiring corrective action.
- Ensure proper functioning and maintenance of office equipment and common areas.




- Manage AMC/service contracts and ensure timely renewals.

4. Inventory & Asset Management

- Manage procurement and inventory of stationery, office supplies, pantry items, housekeeping materials, and other administrative requirements.
- Maintain accurate inventory records and ensure adequate stock availability.
- Maintain records of office assets, furniture, equipment, and other administrative items.
- Conduct periodic physical verification of inventory and assets.
- Monitor consumption and implement measures to minimize wastage and unnecessary expenses.

5. Travel & Logistics

- Coordinate employee and management travel, accommodation, transportation, and other logistics requirements.
- Manage transportation requirements and coordinate with transport vendors.
- Ensure timely arrangements for meetings, visits, audits, and business requirements.
- Support relocation and temporary accommodation requirements whenever applicable.

6. Events & Employee Engagement

- Coordinate administrative and logistical requirements for corporate events, employee engagement activities, meetings, celebrations, and team-building programs.
- Coordinate with internal teams and external vendors to ensure successful execution of events.
- Ensure venue, food, transportation, décor, equipment, and other event-related requirements are arranged on time.

7. MIS, Documentation & Cost Control

- Prepare and maintain administrative MIS, trackers, inventory reports, expense reports, and vendor performance reports.
- Maintain proper records of invoices, quotations, purchase documents, agreements, and administrative correspondence.
- Monitor administrative expenses and ensure effective utilization of the approved budget.
- Identify opportunities for cost reduction and process improvement without compromising service quality.
- Maintain all administrative documentation in an organized and easily accessible manner.

8. Cross-Functional Coordination

- Coordinate closely with HR, Finance, IT, Operations, Security, and other departments for smooth office functioning.
- Support management with administrative requirements and ensure timely execution of assigned activities.
- Coordinate with senior management and internal stakeholders for office infrastructure and facility requirements.
- Ensure timely communication and closure of administrative issues.

9. Team & Support Staff Management

- Supervise and coordinate the activities of housekeeping staff, security personnel, office boys, drivers, and other support staff, wherever applicable.
- Allocate responsibilities and monitor attendance, discipline, performance,



and work quality.
- Ensure support staff adhere to company standards and operational requirements.
- Identify gaps in manpower and coordinate with relevant stakeholders for timely resolution.

10. Compliance & Safety

- Ensure compliance with company policies, safety standards, facility requirements, and administrative procedures.
- Ensure proper maintenance of required licenses, agreements, statutory documents, and service records.
- Support workplace safety and emergency preparedness initiatives.
- Maintain confidentiality of company, employee, vendor, and business-related information.

REQUIREMENTS

- 3–6 years of relevant experience in Corporate Office Administration, Facilities Management, or Office Management.
- Proven experience in independently handling end-to-end administration of a corporate office.
- Experience in vendor identification, new vendor procurement, negotiation, onboarding, and vendor performance management.
- Graduate and above from a recognized institution.
- Strong knowledge of corporate office administration and facilities management.
- Proficiency in MS Excel for maintaining trackers, MIS, inventory, expenses, and reports.
- Strong vendor management, negotiation, procurement, and coordination skills.
- Excellent communication and interpersonal skills.
- Strong organizational and multitasking abilities.
- Good problem-solving and decision-making skills.
- Ability to work independently and manage multiple priorities.
- Strong attention to detail and documentation skills.
- Ability to coordinate effectively with senior management and cross-functional teams.
- Must be flexible to travel within the local region based on business requirements.
- Own vehicle and valid driving licence would be preferred.
- Local candidates will be preferred based on business and operational requirements.

KEY SKILLS

Corporate Office Administration | Facilities Management | Vendor Management | Vendor Procurement | Vendor Negotiation | Office Management | Inventory Management | Procurement | Housekeeping Management | Security Coordination | Maintenance Management | Travel & Logistics | MIS Reporting | MS Excel | Cost Control | Team Management | Event Coordination

IDEAL CANDIDATE

The ideal candidate should be a proactive, organized, and responsible administration professional with hands-on experience in managing a corporate office. The candidate should have strong exposure to vendor management and procurement of new vendors, along with the ability to manage facilities, infrastructure, inventory, support staff, and day-to-day administrative operations efficiently.

If you are an organized professional with strong corporate administration, vendor management, and facilities experience, we encourage you to apply and join the Square Business Services Pvt. Ltd. team.

Pay: ₹22,453.95 - ₹35,187.60 per month

Benefits:

- Adaptable schedule
- Health insurance
- Paid sick time

Work Location: In person

📌 Administration Assistant (India)
🏢 Square Business Services
📍 India