Admin Manager

About The Job:

• Experience: 15 to 20 years
• Education: Engineering or MBA
• The Admin Manager is responsible for planning, directing, and overseeing administrative operations to ensure smooth and efficient office functions.
• The role focuses on facilities management, vendor coordination, Travel, Insurance, compliance, cost control and employee support to maintain a safe, productive, and well organized workplace.

Essential Job Functions:
Administrative Operations

• Manage day to day administrative activities to ensure seamless office operations.
• Develop, implement, and monitor administrative policies, procedures, and systems.
• Oversee office infrastructure, utilities, supplies, and support services.
• Ensure effective documentation and record management.

• Ensure proper maintenance, cleanliness, and upkeep of office premises.
• Coordinate repairs, preventive maintenance, and renovations.
• Manage space planning, seating arrangements, and office expansion activities.
• Ensure compliance with fire safety, health, and statutory regulations.

• Identify, appoint, and manage administrative vendors (housekeeping, security, transport, cafeteria, maintenance).
• Negotiate contracts, SLAs, pricing, and renewals to ensure cost efficiency.
• Monitor vendor performance and resolve service issues.
• Verify and approve vendor invoices and service bills.

• Prepare and manage the administrative budget.
• Monitor expenses and implement cost saving initiatives.
• Ensure timely approval and processing of administrative expenditures.

• Oversee security operations and access control systems.
• Ensure workplace safety standards and emergency preparedness.
• Conduct safety audits, drills, and inspections.
• Ensure statutory licenses, insurance, and compliance requirements are met.

• Address employee concerns related to administration and facilities.
• Support employee onboarding, transfers, and exits from an admin perspective.
• Coordinate employee engagement activities where applicable.
• Liaison & Coordination
• Coordinate with internal departments, management, and external authorities.
• Act as the primary contact for administrative escalations.

• Develop, implement, and manage the company’s travel policy in line with organizational guidelines.
• Liaise with travel vendors and agencies to ensure cost effective and timely travel arrangements.
• Monitor travel expenses, verify bills, and ensure adherence to approved travel budgets.
• Handle travel related escalations and provide support during emergencies or last minute changes.
• Generate travel cost reports and identify opportunities for cost optimization.

• Manage end to end guest coordination including travel, accommodation, airport transfers, and hospitality arrangements.
• Ensure smooth reception and onboarding of visiting clients, auditors, consultants, and senior leadership.
• Coordinate with internal teams, hotels, and service providers to deliver a professional guest experience.
• Ensure guest areas, meeting rooms, and hospitality services meet company standards.

• Manage all company insurance policies including employee medical insurance, group personal accident, travel insurance and vehicle insurance.
• Coordinate with insurance providers and brokers for policy renewals, endorsements, and coverage enhancements.
• Ensure timely premium payments and policy compliance.
• Handle insurance claims processing, documentation, and follow ups to ensure timely settlements.
• Educate employees on insurance benefits, coverage details, and claim procedures.
• Maintain accurate insurance records and support audits or statutory requirements.

Qualifications:
Key Skills & Competencies

• Strong administrative and facilities management knowledge.
• Vendor negotiation and contract management.
• Negotiation skills.
• Budgeting and cost control.
• Knowledge of statutory and safety compliance.
• Problem solving and decision making skills.
• Excellent communication and coordination abilities.
• Organizational and multitasking skills.
• Knowledge of corporate travel and insurance policies.
• Ability to handle confidential information discreetly.