Assistant Manager - Administration & Facilities

OVERVIEW

The Administration Manager is responsible for overseeing all administrative operations of the organization, ensuring efficient management of vendor relationships, employee transportation, accommodation facilities, and general office administration. The role requires strong coordination, negotiation, budgeting, and problem-solving skills to ensure smooth day-to-day operations while maintaining compliance with company policies and local regulations.

MAIN JOB RESPONSIBILITIES

1.Vendor Management

Identify, evaluate, and onboard vendors and service providers for various administrative requirements.

Negotiate contracts, pricing, service agreements, and renewal terms to achieve cost efficiency and service excellence.

Monitor vendor performance and prepare evaluation reports with recommendations for management.

Review and verify vendor invoices and coordinate timely payment processing.

2.Budgeting & Cost Control

Prepare, manage, and monitor the administration department budget, ensuring cost-effective utilization of resources.

Conduct monthly cost analysis and prepare management reports on administrative expenditures and performance.

Identify cost-saving opportunities and implement budget control measures while maintaining service quality.

3.Stakeholder Management

Identify key stakeholders and understand their requirements related to administrative services.

Maintain effective communication and coordination with stakeholders to ensure smooth service delivery and operational alignment.

4.Accommodation & Facilities Management

Manage company-provided accommodation for global joiners, employees, and visitors.

Administer accommodation contracts, lease agreements, renewals, and related service arrangements.

Oversee office, store, and warehouse facilities, including housekeeping, security, maintenance, and general upkeep.

Ensure the availability of office supplies, equipment, and consumables across all locations.

5.Transportation & Workforce Coordination

Oversee employee transportation services, company vehicles, and outsourced transport providers.

Plan, coordinate, and manage the deployment of casual laborers, security guards, and cleaning staff across offices, stores, and warehouses based on operational requirements.

6.Administration Operations

Manage day-to-day administrative operations and support services.

Develop, implement, and continuously improve administrative policies, procedures, and best practices to enhance operational efficiency and compliance.