Assistant Admin Manager
Full-timeSenior · 8-15 yearsH1B likely
About this role
Job Title: Assistant Admin Manager
Location: Mulund W, Nearby Railway Station.
About the Role
We are looking for an experienced Administration, Procurement & Facilities Manager to lead workplace operations, vendor management, procurement governance, facilities administration, travel management, inventory control, and compliance across multiple office locations. The role will be responsible for driving operational excellence, cost optimization, process improvements, and administrative efficiency.
Key Responsibilities
Administration & Facilities Management
- Manage day-to-day administration across office locations.
- Ensure workplace hygiene, safety, security, and employee experience.
- Oversee housekeeping, pantry, stationery, utilities, maintenance, and office infrastructure.
- Manage preventive maintenance programs and AMC contracts.
- Monitor and improve vendor performance.
Procurement & Vendor Management
- Develop and manage approved vendor panels.
- Negotiate pricing, contracts, and commercial terms.
- Conduct market benchmarking and vendor evaluations.
- Ensure procurement controls and compliance with purchasing processes.
- Drive cost-saving initiatives and spend optimization projects.
Inventory Management
- Maintain inventory controls, stock records, and consumption tracking.
- Define reorder levels and monitor stock availability.
- Identify and eliminate excess inventory, stock leakage, and wastage.
Travel Administration
- Manage domestic and international travel bookings.
- Ensure adherence to company travel policies.
- Optimize travel costs through planning and vendor negotiations.
- Track and report travel-related expenses.
Compliance & Governance
- Manage office-related statutory compliances and renewals.
- Coordinate with government authorities, landlords, societies, and service providers.
- Support audits and maintain documentation records.
Reporting & Analytics
- Prepare monthly MIS and dashboards covering administration spend, vendor performance, inventory utilization, travel spend, compliance status, and cost-saving initiatives.
- Generate actionable insights and recommendations for operational improvements.
Desired Candidate Profile
- 8 to 15 years of experience in Administration, Procurement, Facilities Management, Workplace Operations, or Corporate Services.
- Experience managing multi-location office operations.
- Strong vendor management and commercial negotiation skills.
- Experience handling budgets, procurement processes, and cost optimization initiatives.
- Strong analytical, problem-solving, and stakeholder management abilities.
- Proficiency in MS Excel and reporting tools.
What Success Looks Like
- Improved vendor governance and procurement controls.
- Measurable cost savings across administration and procurement spend.
- Efficient inventory management with high stock accuracy.
- Strong compliance adherence across locations.
- Enhanced workplace experience and operational efficiency.