JOB TITLE: Assistant Manager – AdministrationFUNCTIONAL AREA: AdministrationREPORTS TO: Group CFO(TBD)POSITION'S OBJECTIVE: (brief on position's objective)To oversee the organization's administrative operations and to manage office supplies and equipment's within the budgetprovidedKEY RESPONSIBILITIES:- To identify, negotiate best rates and complete all formalities related to signing of contract with Service Agencies- To identify, negotiate best rates and place orders to vendors for Office Supplies & Stationary- To manage & maintain the company vehicle & monitor the driver- To ensure Annual Maintenance Contracts are signed and renewed as per schedule- To ensure repair & preventive maintenance is carried out for the office equipment's as and when required- To ensure proper allocation of office space to each department- To develop & track the processes for all administrative functions- To prepare and maintain monthly expenses report- To prepare and maintain trackers for monthly bills- To create and maintain any other ad hoc reports as required by the management- To ensure Office opening and closing is carried out seamlessly- To audit and check the office premises at opening as per existing checklist- To book meeting/board room as per authorized bookings and make necessary arrangements related to food & logistics & any other specialized requirements- To track and follow up with all vendors for timely delivery of orders/bills and other special requirements- To liaison with MCD and other local authorities as and when required- To provide support, motivation and encouragement to colleagues and team members- To work collectively and in collaborating manner across departments for enhanced productivityJOB SPECIFICATION: (QUALIFICATIONS/KNOWLEDGE/EXPERIENCE)- Years of Functional Experience: More than 6 years' experience in managing the office administration in medium to largeorganization. Should have handled a team- Degree/Diploma: Graduate- Role: Team Management (TBD)- Knowledge & Skills: Preventive Maintenance- Office/Facility administration- Maintenance contracts & Liabilities & SLA's- Planning & Organizing- MS Word & Excel- Commercial acumen- Negotiation skillsANNEXURE A:COMPETENCIES REQUIRED:- Process oriented with focus on improving quality/efficiency by consistently setting high performance standards through holding self/team accountable- Understands immediate & long-term goals of internal & external customer/stakeholder and works proactively to address potential problems- Partnering with customers/stakeholders to devise cost effective solutions for meeting their expectations and going extra mile to drive customer delight- Prompt recognition & timely resolution of crises/issues and seizing opportunities- Demonstrates clear understanding of products and drivers of financial health/stability- Creates systems/processes for effective workflows and keeps open communication enabling high performance standards- Supports team by aligning them while understanding their abilities and work styles