Office Admin Manager
Job Description
Admin Manager
Experience Level: 8 – 12 years
Location: Vadodara, Gujarat, India
Role Summary:
Administration & Facilities is responsible for end-to-end management of office administration, facilities, infrastructure, housekeeping, parking, procurement, safety & health, and statutory administrative compliance. This role ensures a safe, compliant, cost-effective, and well-maintained workplace that supports business operations, employee productivity, and organizational growth. The position requires strong leadership, vendor governance, compliance expertise, and hands-on operational control in a dynamic corporate environment.
Key Responsibilities:
1. Facilities & Infrastructure Management
Lead day-to-day operations of office facilities including workstations, meeting rooms, utilities, power backup systems, lighting, and common areas.
Manage preventive and breakdown maintenance through coordination with landlords, building management, and service vendors.
Plan and optimize office layout, space utilization, and infrastructure readiness aligned with business needs.
Conduct regular facility inspections and audits to ensure service quality and timely issue resolution.
2. Housekeeping & Office Services
Oversee housekeeping operations to ensure high standards of cleanliness, hygiene, and sanitation across the premises.
Manage cleaning schedules, deep cleaning, pest control, and waste management programs.
Ensure uninterrupted availability of office supplies, pantry items, and consumables.
Address employee feedback and service issues proactively to maintain a positive workplace experience.
3. Parking & Transport Management
Manage employee and visitor parking allocation, discipline, and records.
Coordinate with building management and security teams for parking access, passes, and compliance.
Resolve parking-related escalations and improve utilization efficiency.
4. Procurement & Vendor Governance
Lead procurement of administrative services, supplies, and minor assets within approved budgets.
Float RFQs, evaluate quotations, negotiate commercials, and finalize vendors.
Manage vendor contracts, SLAs, renewals, and performance reviews.
Ensure accurate documentation of purchases, invoices, vendor compliance, and payment coordination.
5. Safety, Health & Workplace Compliance
Act as the designated Safety Officer / Safety SPOC for the office.
Ensure compliance with workplace safety, fire safety, and occupational health standards.
Plan and execute fire drills, emergency preparedness programs, and safety audits.
Coordinate with building management, auditors, and authorities to close safety gaps.
Maintain safety records, incident reports, and statutory compliance documentation.
6. Administrative Compliance & MIS
Ensure adherence to applicable labor laws, administrative regulations, and statutory requirements impacting office operations.
Maintain statutory registers, licenses, and records relevant to admin and facilities.
Support internal and external audits related to administration, safety, and facilities.
Prepare and present MIS reports on admin costs, vendor performance, compliance status, and improvement initiatives.
7. Stakeholder & Employee Support
Serve as the primary escalation point for administration and facilities-related concerns.
Collaborate closely with HR, IT, Security, Finance, and Operations teams to ensure seamless office functioning.
Support employee onboarding and offboarding activities related to access cards, seating, lockers, and assets.
Drive service excellence and high employee satisfaction through responsive support.
Qualifications & Experience
Bachelor’s degree in Business Administration, Facilities Management, or a related discipline.
Safety certification such as Fire & Safety / NEBOSH / IOSH preferred.
8 – 12 years of experience in administration and facilities management, preferably in BPO, IT, or corporate environments.
Proven experience in vendor management, procurement, housekeeping, and compliance management.
Strong understanding of workplace safety standards and facility operations.
Skills & Competencies:
Strong leadership, planning, and multitasking abilities
Vendor negotiation and contract management expertise
Sound knowledge of safety, health, and administrative compliance
Excellent communication and stakeholder management skills
Cost optimization and budget control
Proficiency in MS Office and MIS reporting
Behavioral Expectations:
Hands-on, proactive, and solution-driven approach
High ownership, accountability, and decision-making capability
Strong attention to detail and process discipline
Service-oriented mindset with people-first thinking
Ability to work independently in a fast-paced environment
