Manager - Admin

Job Description: Admin-ManagerExperience: 15 to 20 yearsEducation: Engineering or MBA

Job Title: Admin Manager

Job PurposeThe 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.

Key ResponsibilitiesAdministrative OperationsManage 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.

Facilities ManagementEnsure 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.

Vendor & Contract ManagementIdentify, 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.

Budgeting & Cost ControlPrepare and manage the administrative budget.Monitor expenses and implement cost saving initiatives.Ensure timely approval and processing of administrative expenditures.

Security, Safety & ComplianceOversee 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.

Employee Support & CoordinationAddress employee concerns related to administration and facilities.Support employee onboarding, transfers, and exits from an admin perspective.Coordinate employee engagement activities where applicable.

Liaison & CoordinationCoordinate with internal departments, management, and external authorities.Act as the primary contact for administrative escalations.

Travel ManagementDevelop, 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.

Guest ManagementManage 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.

Insurance ManagementManage all company insurance policies including employee medical insurance, group personal accident, travel insurance & 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.

Key Skills & CompetenciesStrong administrative and facilities management knowledgeVendor negotiation and contract managementNegotiation skills.Budgeting and cost controlKnowledge of statutory and safety complianceProblem solving and decision making skillsExcellent communication and coordination abilitiesOrganizational and multitasking skillsKnowledge of corporate travel and insurance policiesAbility to handle confidential information discreetly