Assistant Administration Manager

Company Overview

CKPC Properties, headquartered in Bangalore, specializes in rapid growth of commercial real estate developments including Grade-A offices, integrated campuses, and strategic land investments across high-growth regions. Their expertise lies in development quality, leasing partnerships, and growth through strong collaborations.

Role Summary

We seek a hands-on, meticulous Assistant Administration Manager to oversee all administrative functions at the Bangalore office. This role focuses on facilities management, vendor and contract oversight, office infrastructure, travel logistics, statutory compliance, and daily administrative support. The position reports directly to the VP of Human Resources, playing a pivotal role in maintaining a smooth, safe, and cost-effective work environment.

Key Responsibilities

• Manage daily upkeep and hygiene of workspaces, meeting rooms, pantry, and common areas, including space planning and seating arrangements for workforce expansion.
• Coordinate repairs, maintenance, and oversee annual maintenance contracts for office equipment and building systems like HVAC, electrical, and plumbing.
• Interface with landlord and facility management on lease agreements, maintenance, and access issues.
• Select, evaluate, and onboard vendors for services such as housekeeping, security, pantry supplies, courier, stationery, and pest control. Negotiate contracts to ensure high-quality services at optimal costs.
• Monitor vendor performance, contract renewals, invoicing, and payments in collaboration with the Finance department. Maintain updated records of vendors and contracts.
• Oversee front desk operations and visitor management protocols to ensure smooth reception services.
• Manage procurement and inventory of office supplies, stationery, pantry items, and assets with proper record keeping and allocation tracking.
• Administer issuance of employee ID and access cards and manage seating and workstation setups for new hires in coordination with HR and IT.
• Facilitate events like town halls and offsite gatherings by handling venue bookings, logistics, and vendor coordination.
• Manage mailroom, courier, and dispatch functions effectively.
• Coordinate domestic and international travel arrangements, including bookings, accommodations, and local transport for staff and visitors.
• Supervise company transport and cab services, ensuring vendor management, route planning, and safety compliance are adhered to.
• Reconcile and track travel and administrative expenses against allocated budgets.
• Maintain statutory licenses, registrations, and certifications such as fire safety, building compliance, and shop establishment requirements, ensuring timely renewals.
• Implement and monitor workplace health and safety policies, conduct fire drills, and prepare for emergencies.
• Maintain accurate administrative documentation, standard operating procedures, and records for audits and reviews.
• Ensure security measures including CCTV functioning, access controls, and compliance with security protocols.
• Develop and manage the annual administrative budget, monitor expenditures monthly, and identify cost-saving opportunities without compromising service quality.
• Manage invoice processing, purchase orders, and reimbursements in partnership with Finance.
• Lead and supervise office support, housekeeping, and security teams to maintain service standards, providing training and mentorship to junior staff.

Qualifications & Experience

• Bachelor’s degree in any field; additional certification or diploma in Administration or Facilities Management is advantageous.
• 4 to 9 years of relevant office administration or facilities management experience, with 3 to 5 years in a supervisory role.
• Experience in vendor management, contract negotiation, office facilities, and budget handling preferred.
• Exposure to working with senior leadership or HR teams in medium to large organizations is an asset.

Skills & Competencies

• Exceptional organizational ability managing multiple priorities and vendors simultaneously.
• Proven negotiation skills for contracts and vendor relations.
• Good knowledge of statutory compliance related to office administration.
• Proficient with MS Office and Google Workspace; familiarity with facility or asset management software is beneficial.
• Strong communication skills to effectively collaborate with HR, Finance, IT, and external vendors.
• Proactive problem-solving mindset with high ownership and meticulous attention to detail.

Additional Information

• Full-time, permanent employment based in Bangalore.
• Immediate joiners are preferred for this role.
• Compensation is competitive and benchmarked to lead the market segment.
• Reports directly to the VP – Human Resources, offering significant visibility and ownership.