Administration Manager

Mumbai - India

Monthly Salary: Not Disclosed

Posted on: 4 hours ago

Vacancies: 1 Vacancy

Job Summary

Job Description Administration Manager

Job Title: Administration Manager
Department: Human Resources
Reports To: Human Resources Director
Location: Mumbai

Role Purpose

The Administration Manager is responsible for leading and managing the end-to-end administration and facilities function with a strong focus on operational excellence employee experience statutory compliance and cost optimization. The role ensures smooth functioning of all company premises including offices and warehouses while aligning administrative operations with the companys Environmental Social and Governance (ESG) principles.

The position plays a critical role in vendor management facilities maintenance health & safety compliance inventory control and supporting company expansion initiatives.

Key Responsibilities 1. Health Safety & Security Compliance

Ensure compliance with all applicable health safety security and workplace regulations.
Conduct annual fire safety drills and safety trainings; maintain updated documentation.
Appoint and manage Fire Marshals; ensure periodic inspection of fire safety equipment.
Recommend and implement best-in-class safety and security systems based on risk assessments.
Organize safety induction programs and regular safety briefings for employees.
Support or lead the Employee Health Safety Welfare & Environment Committee.

2. Facilities & Office Administration Management a) Catering

Ensure quality food services for employees as per agreed standards.
Monitor vendor performance and budget; collaborate with Procurement for cost optimization.

b) Housekeeping

Ensure consistent housekeeping standards across all premises.
Optimize utilization of housekeeping services while meeting regulatory norms.

c) Administration Helpdesk

Ensure timely resolution of employee requests through the Administration Helpdesk.

d) Support to MD & International Guests

Coordinate administrative support for the MD and international visitors.
Manage mobile service providers billing and official connectivity requirements.

3. Inventory Control & Cost Optimization

Track administrative expenses against approved budgets.
Propose and implement cost-saving initiatives.
Oversee stationery and consumables procurement and inventory control.
Ensure printing and branding compliance as per company guidelines.
Prepare and forecast administrative budgets (up to 3 years).
Maintain asset inventory (furniture fixtures equipment vehicles) for audits.

4. Vendor Management

Oversee vendor onboarding evaluation and performance monitoring.
Ensure timely renewal of AMC contracts and service agreements.
Identify and onboard new vendors in coordination with Procurement.
Approve POs invoices and vendor payments within approved budgets.
Ensure vendor compliance with labour laws and statutory requirements.
Support statutory audits in coordination with HR Compliance.

5. Statutory & Regulatory Compliance Vendors

Ensure compliance with PF ESI and Shops & Establishments Acts.
Maintain records and obtain statutory documents from service providers.

Premises

Ensure timely renewal of licenses and certifications including:
- Shops & Establishment License
- Eating House / Canteen License
- FSSAI License (Caterer)
- Fire Safety Certificate (Form B)
- Electrical Audit Certificates
Coordinate with labour consultants and authorities as required.

6. Dispatch Operations

Ensure efficient dispatch workflows and manpower utilization.
Review and improve dispatch processes periodically.

7. Premises Management Head Office Mumbai (BKC)

Liaison with building management for utilities HVAC parking security renovations and payments.
Coordinate vendor access gate passes and facility-related approvals.

Zonal Offices / Warehouses

Oversee landlord coordination utilities maintenance housekeeping fire safety and rentals.

8. Business Expansion Support

Provide end-to-end administrative support for expansion projects.
Coordinate internal and external stakeholders and lead assigned projects.

9. Public Relations & External Liaison

Maintain strong working relationships with authorities such as:
- BMC EPFO ESIC Labour Department
- Utility providers telecom operators and service agencies
Represent the company professionally in all external interactions.

10. Team Management

Define clear roles and responsibilities for the administration team.
Coach guide and develop team members.
Monitor performance and improve efficiency quality and turnaround time.
Recommend and facilitate training programs.

11. HR Support & Employee Engagement

Support HR initiatives and employee engagement activities.
Promote a positive inclusive and employee-friendly work environment.

12. ESG Responsibilities

Environment: Energy conservation waste reduction sustainability initiatives.
Social: Workplace safety ethical vendor practices labour law compliance.
Governance: Regulatory compliance transparency ethical business conduct.

Confidentiality & Discretion

Handle sensitive and confidential company information with the highest level of integrity and discretion.

Profile Requirements Education

Graduate with Post-Graduation / MBA in Business Administration or Facilities Management.

Experience

5 7 years of experience leading Office Administration / Facilities teams.

Job Knowledge & Skills

Strong understanding of office administration and facilities management.
Knowledge of statutory compliance vendor management and budgeting.
Exposure to AI tools and workflow automation for administrative efficiency.
Strong analytical planning and problem-solving skills.
Excellent communication interpersonal and stakeholder management skills.
Proficiency in MS Office MS Teams and digital tools.

Job Description Administration Manager Job Title: Administration Manager Department: Human Resources Reports To: Human Resources Director Location: Mumbai Role Purpose The Administration Manager is responsible for leading and managing the end-to-end administration and facilities function with...