Position Summary

We are seeking an experienced Administration & Facility Assistant Manager / Deputy Manager to oversee workplace administration, employee support services, travel management, vendor coordination, transport operations, and facility management. The role requires a proactive professional who can ensure smooth day-to-day office operations, maintain workplace standards, manage stakeholders effectively, and support business continuity initiatives.

Key Responsibilities

Security Management

- Ensure overall security arrangements for employees, visitors, and company assets.
- Monitor movement of men and materials within and outside company premises.
- Coordinate with security personnel, local authorities, and law enforcement agencies as required.
- Ensure adherence to security processes, policies, and compliance requirements.

Housekeeping & Soft Facilities Management

- Manage housekeeping staff, office assistants, and facility support teams.
- Ensure cleanliness and upkeep of office premises.
- Coordinate pest control activities and routine office maintenance.
- Oversee repair and maintenance of office equipment, furniture, fixtures, appliances, and utilities.
- Manage cafeteria and employee welfare facilities.
- Ensure availability and maintenance of first aid supplies and workplace safety requirements.

Travel & Ticketing Management

- Manage domestic and international travel requirements for employees and leadership.
- Handle airline, rail, hotel, visa, and travel insurance arrangements.
- Ensure compliance with company travel policies.
- Coordinate travel itineraries and business travel logistics.
- Work with online travel booking portals and travel vendors to secure cost-effective arrangements.

International Travel & Visa Management

- Coordinate international travel arrangements, visa processing, documentation, and travel approvals.
- Liaise with travel partners, visa agencies, embassies, and employees.
- Maintain records related to business travel and visa applications.

Transport Management

- Manage cab operations, pool cabs, and employee transportation requirements.
- Coordinate employee pick-up and drop facilities.
- Maintain vehicle records, driver rosters,



fuel allocation, maintenance schedules, and parking management.
- Verify transport vendor invoices and driver overtime records.
- Ensure transport availability based on business needs.

Vendor Management

- Identify, onboard, and manage vendors for administration and facility services.
- Negotiate rates and establish service agreements.
- Manage vendors related to:
- Travel and ticketing
- Hotel bookings
- Event management
- Transport services
- Housekeeping
- Facility operations

- Monitor service quality and compliance with agreed SLAs.

Facilities Administration

- Coordinate conference room bookings and maintenance.
- Ensure timely servicing and refilling of fire safety equipment.
- Manage stationery procurement and office supplies.
- Coordinate meetings, leadership visits, employee events, and annual programs.
- Manage dispatch and receipt of couriers and official correspondence.
- Oversee printer, copier, and office equipment maintenance.
- Maintain office inventories and asset records.
- Handle petty cash administration.

Cost Control & Budget Management

- Manage administration and facilities budgets.
- Monitor costs and identify opportunities for operational efficiency.
- Process and verify invoices related to:
- Hotels
- Fuel
- Security
- Electricity
- Courier services
- Office space rentals
- Facility services

- Manage AMCs and contract renewals.

Compliance & EHS Support

- Working knowledge of ISO/TS/ISO 14001 systems.
- Support environmental management initiatives and operational control procedures.
- Participate in emergency response planning and business continuity efforts.
- Ensure employee awareness regarding safety and emergency protocols.
- Coordinate crisis preparedness and incident management activities.

Required Qualifications





- Graduate in any discipline; postgraduate qualification preferred.
- Minimum 5+ years of experience in Administration, Facilities Management, Workplace Services, or Corporate Services.
- Experience at Team Lead (AM) or Assistant Manager (AM) level preferred.
- Experience managing administration and facilities operations in a corporate environment.

Required Skills & Experience

- Strong experience in:
- Administration and facilities management
- Travel and ticketing operations
- International travel coordination
- Visa processing
- Vendor management
- Employee transportation management
- Budgeting and cost control
- Workplace services and employee support

- Hands-on experience with online travel booking platforms and travel management systems.
- Solid stakeholder management and communication skills.
- Proficiency in MS Office applications, particularly Excel and PowerPoint.
- Ability to manage multiple priorities in a quick-paced environment.

Preferred Experience

- Experience handling international travel and visa requirements.
- Exposure to corporate administration environments supporting large employee populations.
- Experience managing soft facility services including housekeeping, cafeteria, transport, office administration, and workplace management.
- Experience with procurement, contracts, and vendor negotiations.

Not Preferred

- Candidates with predominantly hard-core infrastructure, civil, electrical, HVAC, plant engineering, or facility engineering backgrounds, unless they possess significant exposure to soft facilities and workplace administration.

Working Conditions

- Flexibility to support business requirements outside normal working hours.
- Willingness to support occasional weekend activities, events, leadership visits, and operational requirements.
- Travel may be required based on business needs.

Preferred Candidate Profile

- Early joiners preferred.
- Strong ownership mindset and problem-solving abilities.
- Customer-focused approach with excellent interpersonal skills.
- Ability to work independently while effectively collaborating with cross-functional teams.

📌 Administration & Facility Assistant Manager / Deputy Manager (Gurugram)
🏢 Pearce Services Global
📍 Gurugram