Jobs:-

Assistant Manager role Trivandrum on contract - Fluent in Malayalam, English and Hindi (Optional)

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Leadership and people skills: Strong ability to lead, mentor, and motivate teams.

Operational expertise: Excellent experience with inventory management, scheduling, and ensuring compliance with company policies.

Financial acumen: Experience with budgets, cost control, and financial analysis.

Customer service: Excellent skills in handling customer issues and maintaining service standards.

Strategic contribution: agile administrative tasks, such as data analysis, problem-solving, decision-making, requiring strong judgment, initiative, and delegation skills. Highly organized and efficient team leadership, Dynamic with experience to lead team members, expert in cost controls, developing new methodology to improve service quality, project management and Admin process performance to meet Organization's overall strategy and goals.

Proven ability to optimize office operations, enhance communication, and foster team collaboration.

Eager to leverage expertise in streamlining processes and driving efficiency to support organizational goals.

Efficient and organized professional with a proven ability to manage multiple tasks and prioritize competing demands while maintaining a focus on achieving results in fast-paced environments

Roles and Responsibilities

- Responsible for the planning, execution, and optimization of administrative operations in line with Organization's objectives.
- Oversee the office hygiene to ensure compliance with health and safety regulations and to maintain a clean and professional environment.
- Responsible for collaborating with vendors to ensure the efficient management of critical equipment, by ensuring seamless performance, and minimal downtime.
- Responsible for leveraging admin tools to optimize workflows, streamline tasks, and enhance operational efficiency.
- Overseeing the coordination of transportation vehicle management, which includes managing vehicle fleets, coordinating planning and execution of transport schedules for employees, and customers.
- Responsible for providing exceptional support to ensure prompt resolution of service tickets in a timely and professional manner.
- Vendor Management -collaborating with outsourced third-party service providers to ensure seamless operations and high-quality support. This includes managing relationships with vendors, monitoring service delivery, and resolving issues on time.
- Manage and Monitor petty cash transactions.
- Analyzing the Admin Processes to identify opportunities for improvement, proposing revisions to enhance efficiency and productivity, and recommending updates to workflow, procedures, and equipment use.
- Organizing and maintaining accurate up-to-date filing mechanisms to ensure that important documents are easily accessible and readily available.
- Reviewing and verifying invoices, records, and reports for accuracy and completeness, and ensuring that all submissions are accurate and complete before approval.




- Interacting with various functions for effective collaboration.
- Staying updated with the current market trends, latest technologies and identify opportunities for improvement, with the aim of implementing innovative ideas to drive business growth.
- Adapt strategic thinking to analyze market dynamics and develop solutions to stay ahead of the competition. leveraging technology to streamline processes and enhance efficiency.
- Active participation in training programs, internal audits to ensure compliance with regulatory requirements..
- Support customer audits to ensure seamless operations and maintain a high level of customer satisfaction.
- Monitoring and assessing the key performance indicators (KPIs) to identify areas for operational level improvements.
- Has broad understanding of the business principles and domain knowledge and takes long term decisions keeping in mind the business & goals of the department / organization.
- Reviews existing processes for effectiveness and suggests changes in the documentation to reflect the suggested changes in processes; ensures documentation is always in sync with the processes.
- Identifies required trainings, gets team to attend these training programs & ensures the learning is used to achieve individual career aspirations and business goals .
- Drives all compliance related activities and guides the team in overcoming challenges / constraints and ensures compliance is achieved consistently.
- Analyses service calls, studies various possibilities of automation / continual improvement, and initiates change management.
- Oversees record management periodically & suggests changes wherever required.
- Takes decisions on major complex issues keeping in mind the cost & business impact. Interacts with interdependent teams & CFT for buy in.
- Oversees the entire operations as per the quality standards & mentors the team as per the best industry practices.
- Involves the stake holders during budgeting, takes into consideration the views & suggestions shared, prepares a detailed budget identifying all the assumptions / risks, and prepares a detailed plan with pros and cons. Ensures sufficient rigor thereby getting management buy-in for the budget and plans. To get the approval from management and monitor the budget.
- Approves high value expenses after seeking justification and studying cost versus benefit in detail. Oversees the overall expense pattern in relation to the budget and takes remedial action. Take approval from management for possible budget overshooting by justifying the reason in business terms.
- Guides the team to plan for, allocate and leverage the right resources to deliver to the SLAs at the right cost.




- Reviews and approves the suggested changes in policies & procedures after being convinced of impact on SLAs and ROI
- Sets the standard for productivity and efficiency. Guides others in enhancing productivity and efficiency.
- To utilize experience to understand all things that can go wrong and guide others.
- To guide other program managers effectively and ensure success of these programs.
- Institutionalizes program management practices by driving sharing of best practices regularly.
- Oversees the program contents, conducts risk assessment and reviews periodically. Provides necessary approvals.
- Encourages team members, involves the team in decision making and pro-actively supports the team when they are stuck. Periodically reviews activities within team.

Qualifications and Skills:
- Bachelors degree, with additional qualifications, preferably in Business Administration.
- Minimum of 8 + years of experience in Admin Department supervisory role or management role in an MNC.
- Skilled and experienced to effectively lead and motivate a team.
- Demonstrated ability to lead and motivate a team.
- Exceptional communication and interpersonal skills to interact and resolve issues effectively.
- Strong problem-solving and decision-making skills to handle complex situations efficiently.
- Ability to work independently and manage multiple priorities simultaneously.
- Excellent organizational and time management skills to meet deadlines and manage workloads effectively.
- Fluent in Malayalam or Tamil along with English, and additional language proficiency a plus.
- Result oriented and service-driven attitude with a passion for exceeding expectations.
- Adaptability and flexibility to handle unexpected situations and work under pressure.

Additional Requirements:
- Familiarity with industry standards and practices for implementation of effective smart solutions
- Completion of relevant domain specific courses in conflict resolution, and leadership development.
- Handle incoming and outgoing mail, including sorting, distributing, and responding to emails.
- Excellent written and verbal communication skills to interact with employees, clients, and vendors effectively.
- Ability to prioritize tasks, manage multiple deadlines, and work independently under pressure.
- Familiarity with office procedures and policies to ensure compliance and maintain efficiency.
- Knowledge of data entry and record-keeping practices to maintain accurate and up-to-date records.
- Ability to learn new software and adapt to changing office processes and technologies.
- Strong organizational and time management skills to prioritize tasks, meet deadlines, and manage multiple projects simultaneously.
- Ability to work independently and as part of a team to achieve common goals.
- Provide administrative support to senior management and other departments.
- Manage office supplies, maintain inventory, and coordinate procurement.
- Ability to drive strategic initiatives and implement change management projects.
- Provide support to other duties as assigned.

📌 Administration Assistant - Facility (Thiruvananthapuram)
🏢 Quest Global
📍 Thiruvananthapuram