Assistant Manager General Administration

Location – Chennai, Kotturpuram

Job Purpose To manage and oversee end-to-end General Administration activities across the organisation, ensuring smooth day-to-day operations, effective facility management, vendor coordination, cost control, asset management, and compliance across all locations.

Key Responsibilities

1. Administration & Facility Management

- Manage day-to-day administrative operations across offices, branches, workshops, and other business locations.
- Ensure workplace facilities, infrastructure, utilities, and essential services are maintained effectively.
- Coordinate office/workshop maintenance, repairs, and preventive maintenance activities.
- Ensure timely availability of required office and operational facilities.
- Identify and resolve facility-related issues to ensure business continuity.

1. Vendor & Contract Management

- Identify, evaluate, onboard, and coordinate with vendors and service providers.
- Manage housekeeping, security, pest control, facility maintenance, transport, and other administrative contracts.
- Monitor vendor performance, service quality, and SLA compliance.
- Negotiate commercial terms and support cost optimisation initiatives.
- Maintain proper records of vendor agreements, contracts, renewals, and performance.

1. Travel & Employee Support

- Manage employee travel, accommodation, and transportation arrangements in accordance with company policy.
- Coordinate local conveyance and employee movement requirements.
- Support employee welfare and general workplace requirements.
- Coordinate administrative support for employee events, meetings, and organisational activities.

1. Asset & Inventory Management

- Maintain records of administrative assets, furniture, equipment, and other company properties.
- Monitor asset allocation, movement, maintenance, and disposal.
- Conduct periodic physical verification and reconcile asset records.




- Ensure appropriate controls are in place to minimise asset loss, damage, or misuse.

1. Procurement & Cost Management

- Coordinate procurement of office, facility, and administrative requirements.
- Obtain quotations and support vendor selection in accordance with company procedures.
- Monitor administrative expenses against approved budgets.
- Identify opportunities for cost optimisation and process improvement.
- Ensure timely processing of invoices and payments.

1. Compliance & Documentation

- Ensure compliance with applicable administrative, safety, and statutory requirements.
- Maintain necessary licences, agreements, service contracts, and administrative records.
- Support internal and external audits and ensure timely closure of audit observations.
- Maintain proper documentation, registers, trackers, and MIS for administrative activities.

1. Multi-Location Administration

- Coordinate administration activities across multiple branches, offices, workshops, and other locations.
- Establish and implement standard administrative processes and controls across locations.
- Conduct periodic reviews of administrative performance and compliance.
- Support current-location setup, expansion, relocation, and mobilisation activities.
- Coordinate with Operations, HR, Finance, Procurement, and other stakeholders for smooth location operations.

1. Reporting & MIS

- Prepare periodic administration reports, dashboards, and MIS.
- Track administrative costs, vendor performance, assets, facilities, contracts, and pending actions.




- Monitor key administrative metrics and identify areas requiring corrective action.
- Provide management with regular updates, analysis, and recommendations.

Key Competencies
- Facility & Infrastructure Management
- Vendor & Contract Management
- Cost Control & Budget Management
- Asset & Inventory Management
- Procurement Coordination
- Administrative Compliance & Audit Management
- Multi-Location Operations
- Negotiation & Stakeholder Management
- Problem Solving & Decision Making
- Team Management
- MS Office & Administrative MIS

Key Performance Indicators (KPIs)
- Administrative cost optimisation against budget
- Vendor SLA compliance and service quality
- Facility uptime and maintenance efficiency
- Timely resolution and closure of administrative issues
- Asset accuracy, utilisation, and control
- Timely completion of new-location setup and mobilisation
- Procurement turnaround time
- Contract and licence renewal compliance
- Reduction in recurring operational and facility-related issues
- Timely submission of administration MIS and reports

Experience & Qualification
- Graduate degree in any discipline; Administration, Business Management, or a related field preferred.
- 7–10+ years of relevant experience in General Administration / Facility Management.
- Experience in managing administration across multiple locations will be an added advantage.
- Experience in vendor management, facility operations, procurement coordination, asset management, and administrative compliance.
- Strong communication, coordination, negotiation, and people-management skills.
- Proficiency in MS Office and administrative MIS/reporting.
- Ability to manage multiple priorities and work effectively with cross-functional teams.

To Apply: Send your profile to [email protected] with the role title and preferred city in the subject line.

📌 Assistant Manager - Administration (Chennai)
🏢 Automin Car Services
📍 Chennai