Role Purpose To manage end-to-end administration, infrastructure, facilities, stores, logistics, procurement,

compliance and safety operations across assigned locations. The role will ensure smooth day-to-day operations, timely resolution of facility issues, cost efficiency, statutory compliance and high service standards for internal stakeholders.

Key Responsibilities

- Infrastructure & Facilities Management

- Manage end-to-end infrastructure and facility operations across assigned centres/offices.
- Ensure uninterrupted availability of essential infrastructure and timely resolution of operational issues.
- Coordinate preventive and corrective maintenance of electrical, civil, HVAC, plumbing and other facility requirements.
- Monitor infrastructure projects and ensure timely delivery as per approved timelines.
- Minimise operational downtime and ensure business continuity.

- Store & Logistics Management

- Manage end-to-end store and logistics operations including material receipt, storage, movement and dispatch.
- Maintain accurate inventory records and control stock discrepancies/shrinkage.
- Ensure timely delivery of materials to centres and internal stakeholders.
- Coordinate with vendors and logistics partners for smooth movement of materials.
- Maintain proper documentation and inventory controls.

- Stationery & Housekeeping Management

- Ensure adequate availability of stationery and other regular consumables.
- Manage housekeeping services and monitor service quality across assigned locations.
- Ensure zero stock-outs and timely replenishment of essential materials.
- Track internal user satisfaction and address service-related concerns.

- Printing & Material Distribution

- Coordinate printing, binding and distribution of modules/materials for CET, ICSE and other academic requirements.
- Ensure accuracy and quality of printed materials.




- Coordinate with printing vendors and internal stakeholders to meet distribution timelines.
- Minimise printing/binding errors and delays.

- Centre Facilities Coordination

- Act as the key coordination point for facility-related issues raised by centres.
- Track facility tickets/complaints and ensure timely closure.
- Prioritise critical issues and ensure resolution within defined timelines.
- Maintain preventive maintenance schedules and follow up on pending actions.

- Utility Bills & Payment Management

- Coordinate processing of electricity, water, internet and other utility bills.
- Ensure bills are processed and paid within timelines.
- Maintain proper records of bills, payments and supporting documents.
- Prevent late fees, penalties and service disruptions.

- Compliance Management

- Ensure required facility, statutory and operational compliances are maintained across locations.
- Maintain compliance trackers, certificates, licences and related documentation.
- Coordinate with relevant internal teams, vendors and authorities for compliance requirements.
- Ensure audit readiness and timely closure of compliance observations.

- Safety & Material Audits

- Conduct and coordinate periodic safety, fire and material/inventory audits.
- Identify operational and safety risks and ensure corrective actions.
- Maintain audit records and track closure of observations.
- Ensure completion of scheduled fire and stock audits.

- Procurement & Vendor Management

- Manage procurement of facility, stationery,



maintenance and other administrative requirements.
- Obtain and compare vendor quotations to ensure competitive pricing.
- Negotiate with vendors for cost-effective procurement and better service terms.
- Monitor vendor performance, quality, timelines and service levels.
- Identify opportunities for year-on-year cost optimisation.

- Local Events & Brand Support

- Provide end-to-end administrative and logistical support for local events and initiatives.
- Coordinate venue, infrastructure, material, housekeeping, logistics and other event requirements.
- Ensure smooth execution of events as per planned timelines.
- Coordinate with internal stakeholders and external vendors during events.

Required Skills & Competencies
- Strong administration and facilities management skills
- Vendor and contract management
- Procurement and negotiation skills
- Inventory and logistics management
- Compliance and audit management
- Problem-solving and issue resolution
- Cost control and budget management
- Solid coordination and stakeholder management
- Good Excel/MIS and reporting skills
- Ability to manage multiple locations and priorities

Experience & Qualification
- Graduate degree in any relevant discipline; MBA/PGDM in Operations, Administration or related field will be an advantage.
- 5–8 years of relevant experience in administration, facilities, infrastructure, procurement, stores or operations.
- Experience in managing multiple locations/centres will be preferred.
- Candidates with experience in education, retail, hospitality, corporate facilities or similar multi-location environments would be preferred.

Role Expectations The role requires a hands-on approach with strong ownership of operational continuity, service quality, cost efficiency, compliance and timely issue resolution across all assigned facilities and locations.

📌 Assistant Manager Administration and Facilities (Mumbai)
🏢 Allen
📍 Mumbai