Administration Manager

Role overview

The Administration Manager will take charge of daily administrative and facility-related operations across the corporate office and project sites. This position covers office administration, facility services, security, housekeeping, transport, asset tracking, vendor coordination, office upkeep, and employee assistance to keep operations running efficiently.

The preferred candidate will bring strong administrative leadership, solid vendor-handling ability, and hands-on exposure to Facility Management Services (FMS).

Administration and office operations

• Lead administration activities for both the corporate office and project locations.
• Keep office infrastructure and support services operating without disruption.
• Maintain a workplace that is safe, tidy, and professionally managed.
• Plan and coordinate office space usage and workplace arrangements.

Facility management services

• Manage housekeeping, security, pantry, maintenance, and other facility functions.
• Plan and monitor preventive maintenance as well as breakdown repairs.
• Ensure office utilities and equipment remain functional.
• Track AMC agreements and evaluate service provider performance.

Vendor management

• Source, negotiate with, and oversee vendors for administrative support services.
• Check that service levels and compliance requirements are being met.
• Review vendor agreements and handle renewal coordination.
• Validate vendor invoices and support payment recommendations.

Security and safety

• Oversee security staff and visitor management arrangements.
• Ensure access control measures and security procedures are followed.
• Coordinate emergency response readiness and fire safety practices.
• Carry out regular safety checks and inspections.

Asset management

• Keep updated records of office assets, furniture, equipment, and vehicles.
• Conduct regular physical verification and asset audits.
• Arrange repairs, servicing, and replacement of assets when needed.
• Monitor asset usage and maintenance timelines.

Transport and travel management

• Handle company vehicles and transport needs.
• Coordinate employee and management travel, accommodation, and related logistics.
• Track vehicle servicing and fuel consumption.

Housekeeping and maintenance

• Ensure the office premises are clean and properly maintained.
• Monitor upkeep of electrical, plumbing, HVAC, and civil systems.
• Work with maintenance vendors to resolve issues quickly.

Budgeting and cost control

• Prepare the annual administration budget.
• Track admin spending and look for cost-saving opportunities.
• Use resources and support services efficiently.

Compliance and documentation

• Maintain statutory records, licences, and other administrative documents.
• Support compliance audits and inspections.
• Follow company policies and internal procedures.

Employee support

• Assist HR with onboarding and workplace readiness for new hires.
• Coordinate employee welfare activities and office events.
• Respond quickly to employee queries or concerns related to administration.

Reporting

• Prepare monthly administration reports and dashboards.
• Track vendor performance, maintenance work, and budget usage.
• Share administration updates with management.

Eligibility

Any graduate may apply.

Skills and profile

The role calls for strong coordination skills, vendor management ability, and practical experience in facility and office administration. Proficiency in MS Office and administrative reporting is also important.