8-10 Years Churchgate, Mumbai

Department: Administration

Reporting To: AVP – Administration

Who We’re Looking For:

- The ideal candidate will be a seasoned administration and facilities management professional with 8–10 years of experience managing PAN India office operations across corporate offices, branches, and coworking spaces. They should be capable of independently leading the administration function, driving operational excellence, and ensuring seamless facility management across multiple locations.

Role Summary:

- The Administration Manager will be responsible for managing day to day administrative operations across travel, facilities, safety, compliance, vendor management, and office projects. The role requires strong organizational skills, attention to detail, and the ability to coordinate with multiple stakeholders to ensure smooth functioning of workplace services.

Key Responsibilities:

- 1. Travel, Logistics & Hospitality :
- a. Travel Management: Flight Booking (Domestic and International Tickets), Accommodation, Local Transportation, Visa, Travel Insurance, Policy Compliance
- b. Event Management: Indoor Events, In-House Events, External Events (Mumbai & PAN India)
- 2. Facilities & Infrastructure: Manage End-to-End Facility Operations:
- a. Infrastructure Maintenance & Upkeep
- b. Space Planning & Allocation
- c. Housekeeping & Hygiene
- d. Utilities & Resource Management
- e. Facility Services Coordination
- f. Emergency Preparedness & Safety
- g. Workplace Standards & Compliance
- 3. Electro-Magnetic Systems:
- a. Power Supply & Distribution
- b. UPS & Backup Systems
- c. Lighting & Energy Efficiency
- d. Safety & Compliance
- e. Monitoring & Preventive Maintenance
- f. Emergency Readiness
- 4. Safety, Security & Workplace Standards:
- a. Workplace Safety & Compliance
- b. Security Management
- c. Health & Hygiene Standards
- d. Workplace Environment & Standards
- e. Emergency Preparedness & Crisis Response
- f. Policy Implementation & Awareness
- 5.



Compliance & Statutory Documentation:
- a. Regulatory Compliance Management
- b. Licenses & Registrations
- c. Audit Support & Documentation
- d. Contract & Agreement Management
- e. Third-Party Staff Related Compliance
- f. Record Keeping & Filing
- 6. Vendor Management & Procurement:
- a. Vendor Identification & Categorization
- b. Procurement & Sourcing
- c. Vendor Evaluation & Continuous Improvement
- d. Onboarding & Documentation
- e. Performance Monitoring
- f. Compliance & Audit Readiness
- 7. MIS, Cost Efficiency, Budgeting & Vendor Payments:
- a. MIS (Management Information System)
- b. Budgeting & Forecasting
- c. Cost Efficiency & Optimization
- d. Vendor Payments & Finance Coordination
- e. Expense Tracking & Control
- f. Management Reporting & Insights
- 8. Stakeholder Management:
- a. Internal Stakeholders: Coordinate with HODs, Employees, and Leadership
- b. External Stakeholders: Liaise with Landlords, Coworking Spaces, and Property Managers for Office Premises; Government Authorities for Compliance (Fire Safety, Municipal Permissions, Statutory Notices); Engage with Event Venues, Hospitality Providers, and Local Service Agencies During Organizational Events
- c. Communication & Reporting
- 9. SOP Development & Workflow Design:
- a. Offline Process Development
- b. Maker-Checker, Key Responsibility & Backup (Governance Layer): i. Apply Maker–Checker control ii. Define Key Responsibilities iii. Establish Backup Roles
- c. Transition to Online Process
- d. Implementation & Monitoring
- 10. Vendor Management & Procurement:
- a. Vendor Identification & Categorization: One-Time Vendors, Daily/Recurring Vendors,



Specialized Service Vendors, Repair & Maintenance Contractors
- b. Procurement & Sourcing
- c. Vendor Evaluation & Continual Improvement
- d. Onboarding & Documentation
- e. Performance Monitoring
- f. Compliance & Audit Readiness
- 11. Asset Lifecycle Management:
- a. Asset Register & Documentation
- b. Allocation & Utilization
- c. Maintenance & Upkeep
- d. Compliance & Safety
- e. Tracking & Audit
- f. Disposal & Replacement
- 12. Projects, Recent Office, Expansion & Renovation:
- a. Site Identification & Evaluation
- b. Design & Layout Planning
- c. Budgeting & Approvals
- d. Vendor & Contractor Coordination
- e. Project Execution & Monitoring
- f. Compliance & Safety
- g. Handover & Transition Management
- h. Office Closure & Transition

Competencies:

- Leadership Presence & People Management – Inspiring confidence, mentoring team, and fostering accountability, adaptability, and resilience.
- Operational Excellence – Skill in managing facilities, travel, logistics, and resources with precision and preventive discipline.
- Strategic Governance & Compliance – Ability to enforce SOPs, statutory adherence, and audit readiness with strong risk management.
- Safety & Risk Leadership – Championing workplace safety, emergency preparedness, and compliance audits to protect people and assets.
- Vendor & Stakeholder Management – Expertise in building partnerships, negotiating contracts, and maintaining transparent communication.
- Workflow Design & Process Discipline – Competence in documenting SOPs, applying Maker–Checker controls, and ensuring backup continuity.
- Financial Acumen & MIS Reporting – Strong capability in budgeting, expense control, vendor payments, and delivering actionable insights.
- Integrity, Ownership & Problem Solving – High degree of integrity, strong sense of ownership, and ability to resolve complex challenges effectively

Email us at [email protected]

📌 Administration Manager (Churchgate)
🏢 QUANTUM ASSET MANAGEMENT COMPANY PRIVATE
📍 Churchgate