Job Description
Job Description A. Core Administration & Leadership • Oversee and manage day-to-day administrative operations across all assigned departments, ensuring seamless functioning of the office environment. • Act as the single point of contact for all administrative and facilities-related matters, escalating critical issues to senior management. • Develop, implement, and review administrative policies, SOPs, and guidelines to improve operational efficiency. • Plan and manage the annual administration budget; monitor expenditures and identify cost-saving opportunities. • Lead, mentor, and appraise a team of administrative staff, housekeeping personnel, and support executives. • Coordinate with HR, IT, Finance, and other departments for cross-functional administrative support. • Handle sensitive information and maintain strict confidentiality across all operational activities. • Prepare periodic MIS reports, dashboards, and presentations for senior management review. B. Facilities & Infrastructure Management • Manage office infrastructure including workspace allocation, seating plans, and renovation/fit-out projects. ... • Oversee maintenance of electrical, plumbing, HVAC, lifts, and other office utility systems. • Ensure full compliance with health, safety, and environment (HSE) norms; conduct regular audits and fire drills. • Manage visitor management processes and guest houses. C. Vendor Management & Procurement • Identify, evaluate, and onboard vendors for office supplies, AMC services, transport, housekeeping, and pantry.• Negotiate contracts, SLAs, and commercial terms with service providers to ensure quality and cost-effectiveness. • Monitor vendor performance, conduct periodic reviews, and enforce service level agreements. • Manage procurement of office supplies, stationery, furniture, equipment, and other consumables. D. Office Operations & Support Services • Ensure smooth running of all office support functions including reception, courier, printing, and pantry services. • Oversee travel and accommodation bookings, car hire, and logistics for employees and guests. • Plan and execute internal events, town halls, off-sites, and leadership meets end-to-end. • Manage asset registers, IT peripherals inventory, and coordinate with IT for asset lifecycling. • Supervise housekeeping, pest control, waste management, and overall office cleanliness standards. • Step in and manage overall office operations during exigencies, management absences, or crisis situations E. Travel Desk Management • Design and implement an efficient, end-to-end corporate travel process covering air, rail, road, and hotel bookings for employees and senior management. • Create and document travel SOPs, approval workflows, booking timelines, and escalation protocols to ensure a seamless and consistent traveller experience. • Establish clear SLAs for all travel requests — ensure domestic bookings are fulfilled within 4 working hours and international bookings within 24 hours of approval. • Set up and maintain a real-time travel dashboard to track SLA adherence, pending requests, and fulfilment rates; proactively address gaps. • Drive cost savings through advance bookings, preferred fare classes, blackout period policies, and enforcing corporate travel policy compliance across all employees.
