Job Description – Administration Manager

Scope of Work

Primary Responsibilities

• Oversee and manage all administrative operations to ensure the smooth functioning of the workplace.
• Lead facilities management, including office infrastructure, security, housekeeping, and maintenance.
• Implement and monitor administrative policies, procedures, and compliance requirements.
• Manage vendor contracts, procurement activities, and administrative budgets.
• Ensure adherence to workplace safety standards and statutory compliance requirements.

Shared Across Functions

• Collaborate with HR for employee engagement initiatives, onboarding support, and workplace arrangements.
• Coordinate with Finance for budgeting, billing, and expense tracking related to administrative functions.
• Support Operations, IT, and other functional teams by providing required administrative and logistical support.

Relationship Management

Internal Stakeholders

• Department Heads
• HR & Finance Teams
• IT & Operations Teams
• Senior Leadership
• Employees across all levels

External Stakeholders

• Vendors & Service Providers
• Government & Compliance Authorities
• Facility Owners / Property Management
• Security Agencies & Housekeeping Vendors
• Travel & Transport Vendors

Key Result Areas (KRAs)

• Ensure efficient and uninterrupted office operations with high service levels.
• Drive cost optimization through effective vendor management and budget control.
• Maintain compliance with facility, safety, and statutory requirements.
• Enhance employee satisfaction through proactive workplace support.
• Uphold high standards of cleanliness, safety, and office upkeep.
• Ensure timely procurement and effective inventory management of supplies, assets, and equipment.
• Facilitate smooth execution of corporate events, meetings, and administrative initiatives.

Key Competencies

Behavioral Competencies

Must Have

• Strong communication and interpersonal skills
• Leadership and team management
• Problem-solving and decision-making ability
• Attention to detail and accountability
• Ability to work under pressure and manage multiple priorities
• Stakeholder management
• High level of integrity and professionalism

Nice to Have

• Creativity
• Developing Others
• Collaboration
• Innovation
• Proactive approach and initiative

Technical Competencies

Must Have

• Knowledge of facility management processes
• Vendor negotiation and contract administration
• Understanding of workplace safety standards
• Basic knowledge of statutory and compliance requirements
• Budgeting and cost-control skills
• Proficiency in MS Office and administrative tools
• Asset, inventory, and procurement management expertise

Nice to Have

• Knowledge of financial management with a good understanding of taxes and statutory duties
• Hands-on experience with SAP and/or cost booking/management interfaces
• Understanding of controllable cost drivers in the EPC industry

Ideal Candidate Profile

• Experience in Administration, Facilities Management, or Corporate Services.
• Strong vendor management and stakeholder coordination skills.
• Proven experience in budget control, compliance management, and workplace operations.
• Ability to support a dynamic business environment while ensuring operational efficiency and employee satisfaction.