Company Description ECA Global is a leading private higher education group, founded in Australia, with multiple higher education brands across Sydney, Brisbane, Melbourne, Perth, and Parramatta. The group has expanded its presence with new campuses in the UK and operations across Europe, China, the Philippines, Brazil, Nepal, and India. Each year, ECA Global welcomes around 15,000 students from around the world into its campuses.

The organization focuses on delivering quality education and fostering an inclusive, diverse learning environment. ECA Global offers opportunities to work in a agile, international setting with a strong emphasis on student success and operational excellence.

Role Description

We are seeking a highly organized and proactive Administration & Facilities Manager to oversee the seamless operation of our office infrastructure and administrative services. This role is pivotal in ensuring a safe, efficient, and productive work environment by managing property maintenance, travel logistics, vendor relationships, and office administration across multiple locations. The ideal candidate will be a strategic problem-solver with a strong focus on cost-effectiveness and quality service delivery.

Key Responsibilities

- Facilities & Infrastructure Management

- Manage the comprehensive upkeep, maintenance, and operational performance of all company properties (Santosha, Meadows, ECA Building).
- Implement and rigorously adhere to preventive maintenance schedules, ensuring all repairs are conducted promptly and to a high standard.
- Monitor and optimize utility consumption, and ensure full compliance with all health, safety, and regulatory standards.

2. Travel, Transport & Logistics Management
- Oversee all staff and visitor transportation, including cab services for daily commutes and official requirements.
- Manage the corporate travel desk,



coordinating end-to-end arrangements such as flight and train bookings, hotel accommodations, and detailed itinerary planning.
- Liaise with travel agencies and vendors to negotiate favorable terms, ensuring cost-efficiency, reliability, and high-quality service.

3. Office Administration & Procurement
- Procure and manage the inventory of all stationery, office supplies, and consumables for all locations.
- Maintain optimal stock levels through systematic inventory control and timely replenishment.
- Provide comprehensive logistical support for company events, meetings, and conferences.

4. Vendor & Contract Management
- Source, evaluate, and onboard vendors for facilities, travel, administrative services, and other operational needs.
- Negotiate contracts and Service Level Agreements (SLAs) to secure cost-effective and high-quality services.
- Conduct regular vendor performance reviews to ensure adherence to agreed terms and drive continuous improvement.
- Maintain a centralized vendor database, contract repository, and payment schedules in coordination with the Finance department.

5. Compliance, Documentation & Reporting
- Maintain accurate and up-to-date records for all property maintenance, vendor contracts, travel bookings, and inventory.
- Prepare and present periodic Management Information System (MIS) reports on administrative expenditures and activities.
- Ensure strict adherence to company policies, statutory regulations, and health & safety protocols.

6.



Reception & Front Office Management
- Oversee day-to-day reception and front desk operations, ensuring a professional, welcoming, and courteous experience for visitors, clients, employees, and business associates.
- Manage visitor registration, appointment scheduling, visitor passes, and appropriate coordination with employees and departments.
- Handle incoming calls, transfer calls to the appropriate departments, respond to general inquiries, and ensure messages are communicated accurately and promptly.
- Manage incoming and outgoing courier, mail, and document distribution.
- Ensure the reception area, waiting areas, and meeting rooms remain clean, organized, and presentable at all times.
- Coordinate meeting room bookings, visitor refreshments, and other front office requirements.
- Maintain visitor logs, appointment records, courier registers, and other relevant documentation.
- Ensure reception staff follow company protocols for visitor access, confidentiality, security, and customer service.
- Train, guide, and monitor reception personnel, where applicable, to maintain consistent service standards across locations.
- Act as the primary point of coordination for front office-related concerns and escalate issues to the appropriate department when required.

Qualifications & Competencies
- Proven experience in facilities management, office administration, or a similar role.
- Exceptional organizational and multitasking abilities with a keen attention to detail.
- Strong negotiation, vendor management, and relationship-building skills.
- Excellent verbal and written communication and interpersonal skills.
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook).
- Working knowledge of facility management software (e.g., CAFM) and travel management systems is highly desirable.

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📌 Administrative Assistant (Ahmedabad)
🏢 ECA Global
📍 Ahmedabad