Admin Assistant manager

Role Overview

The Assistant Manager – Administration & Facilities will support the efficient management of office administration, facilities, and related services. The role includes overseeing day-to-day operations, managing budgets, handling Annual Maintenance Contracts (AMC), and providing technical support for facility-related systems.

Key Responsibilities

Facilities Management

Oversee the maintenance and upkeep of office premises, ensuring a safe, clean, and efficient working environment.

Coordinate with vendors and service providers for facility management services (housekeeping, security, pantry, etc.).

Monitor and ensure compliance with health, safety, and environmental regulations.

Administration

Manage office administrative functions including travel, stationery, courier, and front office operations.

Supervise administrative staff and allocate tasks to ensure smooth workflow.

Maintain records of assets, inventory, and administrative expenses.

Budgeting & Cost Control

Prepare and manage the annual budget for administration and facilities.

Track expenditures and identify cost-saving opportunities.

Provide periodic reports on budget utilization and variances.

Annual Maintenance Contracts (AMC)

Negotiate, finalize, and manage AMCs for office equipment, HVAC, electrical systems, and other critical infrastructure.

Monitor AMC performance and ensure timely renewal and compliance.

Liaise with vendors for preventive and corrective maintenance.

Technical Support (Facilities)

Oversee basic technical aspects of facility management, including electrical, plumbing, HVAC, and fire safety systems.

Coordinate with IT and technical teams for facility-related requirements (access control, CCTV, etc.).

Troubleshoot minor technical issues and escalate major concerns to relevant teams.

Vendor Management

Identify, evaluate, and onboard vendors for facility and administrative services.

Ensure quality and timely delivery of services as per contract terms.

Maintain vendor database and performance records.

Compliance & Documentation

Ensure all statutory and regulatory compliances related to facilities and administration.

Maintain documentation for contracts, licenses, and permits.

Qualifications & Skills

Bachelor’s degree in Business Administration, Facility Management, or related field.

4-6 years of experience in administration and facilities management, preferably in a corporate environment.

Strong knowledge of budgeting, AMC management, and vendor coordination.

Basic technical understanding of building systems (electrical, HVAC, fire safety).

Excellent communication, negotiation, and organizational skills.

Proficiency in MS Office and facility management software.