– Deputy Manager / Manager Administration

Position: Deputy Manager / Manager – Administration

Location: Gurugram Department: Administration & Facilities Reporting To: DGM – Administration

Job Summary

We are seeking a proactive and highly organized Deputy Manager / Manager – Administration to ensure the smooth and efficient operation of office facilities and administrative functions. The ideal candidate will be responsible for facility management, budgeting, vendor coordination, lease administration, employee engagement activities, office upkeep including critical areas like UPS, Server room, MIS reporting, invoice processing, and stakeholder management while maintaining compliance with basic facility and workplace regulations.

Key Responsibilities

- Office Administration & Facility Management

Manage day-to-day office administration and facility operations.

Ensure smooth functioning of workplace infrastructure, housekeeping, security, cafeterias, transportation, and office equipment.

Coordinate with vendors and service providers to maintain service quality and operational efficiency.

Monitor office space utilization and workplace experience initiatives.

- Budgeting & Cost Management

Prepare and manage annual administration and facility budgets.

Track expenses against budgets and identify cost optimization opportunities.

Review vendor quotations, negotiate commercial terms, and ensure cost-effective procurement.

Generate monthly spend reports and budget variance analysis.

- Employee Engagement & Corporate Events

Plan and execute employee engagement initiatives, including:

Senior Leadership Lunches/Dinners

Town Halls / External event gatherings up 1000 employees

Sports Carnivals / Team-Building Activities

Coordinate event logistics, vendor management, budgeting, and post-event feedback.

- Lease & Vendor Management

Support lease administration activities, renewals, amendments, and documentation

Maintain relationships with landlords, co-working operators,



and facility vendors.

Ensure timely renewal of contracts and service agreements.

Monitor vendor performance and compliance with agreed service levels.

- Invoice Processing & MIS Reporting

Verify and process vendor invoices in coordination with the Finance team.

Maintain accurate records of payments, contracts, and service agreements.

Prepare MIS reports, dashboards, and monthly administration metrics.

Analyse operational data and provide insights for management review.

- Stakeholder Management

Collaborate closely with HR, Finance, IT, Projects, Procurement, and business teams.

Provide administrative support to senior management and leadership teams.

Address employee concerns related to workplace services and facilities.

- Compliance & Governance

Maintain awareness of basic facility-related compliance requirements.

Support implementation of workplace health, safety, and statutory compliance measures.

Ensure proper documentation and records for audits and inspections.

Assist in maintaining compliance with local regulations and company policies.

- Infrastructure Maintenance & Workplace Projects

Manage office maintenance activities, including minor civil, electrical, plumbing, carpentry, and painting works.

Plan and coordinate office refurbishment, renovation, fit-out, and workspace improvement projects.

Ensure timely execution of preventive and corrective maintenance activities through vendors and service providers.

Manage Annual Maintenance Contracts (AMCs) for critical office infrastructure and equipment.

Monitor the upkeep, reliability,



and operational readiness of critical infrastructure, including:

UPS Systems / Battery Room

Electrical Room / LT Panels

Server Room / Hub Room / Network Infrastructure

HVAC Systems and other critical utilities

Coordinate periodic inspections, testing, and maintenance schedules to minimize operational disruptions.

SC-Restricted

SC-Restricted

Ensure compliance with safety standards and proper documentation of maintenance records, service reports, and equipment audits.

Work closely with IT, Projects, Security, and Facility vendors to maintain business continuity and workplace readiness.

Desired Candidate Profile

Education

Bachelor's Degree in Administration, Management, Business Administration, Hospitality Management, or related field.

MBA/PGDM preferred.

Experience

10-12 years of relevant experience in Administration, Facilities Management, Workplace Services, or Corporate Services.

Key Skills

Facility Management

Budgeting & Cost Control, Invoice Management, MIS Reporting & Data Analysis

Vendor & Contract Management

Event Planning & Execution

Stakeholder Management

Communication & Presentation Skills / Microsoft Excel, PowerPoint, and MS Office Suite

Deep Knowledge of Facility Compliance & Workplace Safety

Office repair, refurbishment project, Critical equipment UPS, Battery room, Server room

Competencies

Strong communication and interpersonal skills.

Ability to manage multiple priorities in a quick-paced environment.

Excellent planning, coordination, and problem-solving abilities.

High level of ownership, accountability, and attention to detail.

Customer-centric mindset with strong service orientation.

Ability to work with senior leadership and cross-functional teams.

Job Snapshot

Updated Date

27-08-2026

Job ID

Job ID4201

Department

Administration

Location

Gurugram, Haryana, India

Experience

8 - 12 Years

Employee Type

Permanent

Employee Sub Type

📌 Deputy Manager-Administration. (Gurugram)
🏢 Sembcorp
📍 Gurugram