Assistant Manager - Administration

About the Company

Swiss Beauty is one of India’s fastest-expanding beauty and cosmetics brands. Founded in 2013, the company focuses on creating high-quality, long-lasting, and comfortable makeup products designed around Indian beauty preferences. Its goal is to deliver innovative products that raise the bar for the industry while celebrating individuality and making beauty accessible to everyone.

Role Overview

The Assistant Manager – Administration will be responsible for the smooth running of daily office administration, facility upkeep, vendor management, travel coordination, workplace infrastructure, and employee support. The role calls for strong control over service quality, expense management, and compliance while keeping operations efficient and dependable.

Administration and Facility Management

• Run the office administration function and make sure routine workplace activities operate without disruption.
• Supervise housekeeping, security, pantry, transport, and other facility-related services.
• Keep office infrastructure in proper working order and maintain a well-prepared workplace.
• Review how office space is being used and ensure readiness across the workplace.

Vendor Management

• Source, assess, and manage service providers for administrative needs.
• Negotiate commercial terms and service-level agreements.
• Monitor vendor delivery and ensure SLA commitments are met.
• Validate vendor invoices and coordinate the payment process with the Finance team.

Asset and Inventory Management

• Maintain accurate records of office assets and administrative stock.
• Oversee purchase and availability of stationery, office supplies, and consumables.
• Carry out periodic checks and audits of assets.

Travel and Event Coordination

• Arrange domestic and international travel bookings for employees and visitors.
• Organize accommodation, local transport, and related logistics.
• Assist in planning corporate meetings, conferences, events, and employee engagement activities.

Compliance and Safety

• Ensure administrative activities align with company policies and applicable statutory requirements.
• Support workplace safety, health, and security initiatives.
• Assist with audits and the preparation of necessary documentation.

Budgeting and Cost Control

• Prepare, track, and manage the administration budget.
• Monitor expenses and identify opportunities to reduce costs.
• Create MIS reports for administrative activities and spend tracking.

Stakeholder Coordination

• Collaborate with HR, Finance, Procurement, IT, and Operations teams.
• Provide administrative assistance to leadership and business teams.
• Resolve employee concerns related to office services and workplace facilities.

Required Qualifications

• A bachelor’s degree in Business Administration, Management, or a related discipline is required.
• An MBA or PGDM will be considered an added advantage.
• Applicants should have 5 to 8 years of experience in Administration, Facility Management, or Corporate Services.
• Experience in FMCG, Retail, Cosmetics, Manufacturing, or Consumer Goods is preferred.

Key Competencies

• Strong capability in managing office facilities and administrative operations.
• Experience in negotiating with vendors and handling service providers.
• Working knowledge of budget tracking, cost control, and asset oversight.
• Ability to manage travel, events, and workplace logistics.
• Good command of MS Office tools, especially Excel, PowerPoint, and Word.
• Effective communication, negotiation, and problem-solving abilities.
• Strong organizational skills with attention to detail.
• Ability to coordinate across teams and balance multiple priorities.
• A service-focused and cost-conscious working style.

Additional Information

This is a full-time, onsite position based in Gurugram, Haryana, India.