Manager - Administration T500-19279

Talent500 is hiring for one of its Clients:

About Smith & Howard:

Founded over half a century ago, on the guiding vision of Jim Howard and Joe Smith, Smith + Howard has grown into a family of companies serving clients across the globe through our tax, accounting and advisory solutions. The company has been dedicated to empowering businesses and individuals to achieve their financial goals through their personal and responsive client service. Smith + Howard is proud to have helped countless entrepreneurs find success and build thriving businesses. At Smith + Howard's integrated Indian hub in Bengaluru, Smith + Howard Advisory LLC, is focused on ushering in the next wave of innovation in the accounting industry. If you're eager to work on challenging projects in the global audit, tax and accounting space, this is your chance to join a truly remarkable team.

Location:

On-site – Bangalore (India), work from office

Work Schedule:

Full-Time | Monday to Friday, 2pm to 11pm

Reports To:

Head – India Operations

Functional Coordination with U.S. Office Admin Supervisor and Head of HR (India),

Team Reporting To This Role:

Administrative Operations & Onboarding Specialist

Office Admin Executive(s), Facility Coordinators, Transport & Cafeteria Support Staff

Vendor-partner personnel (cleaning, maintenance, transport, security, etc.)

Position Summary:

Smith + Howard Global Services LLP is seeking a hands-on and experienced Admin Manager to lead and manage all aspects of our India administrative and workplace operations. This position will be responsible for overseeing the administrative support function (including U.S. onboarding and payroll coordination), managing office infrastructure, facility operations, employee transport, cafeteria services, and vendor management.

The Admin Manager will act as a critical enabler of business continuity, employee well-being, and operational excellence by ensuring that administrative services run smoothly, cost-effectively, and in alignment with global standards and India-specific compliance requirements.

Key Responsibilities:

Administrative Function Leadership

• Supervise and mentor the Administrative Operations & Onboarding Specialist and support staff
• Ensure high-quality execution of U.S. onboarding, payroll inputs, and reporting workflows
• Conduct periodic reviews of task accuracy, SLA adherence, and stakeholder feedback
• Review and improve SOPs, checklists, and process flows for admin functions

Facility & Infrastructure Management

• Oversee upkeep, security, and daily functioning of office premises
• Coordinate with facility service providers for maintenance, housekeeping, and utilities
• Ensure timely AMCs, vendor audits, workplace hygiene standards, and emergency readiness
• Manage office expansion, seating plans, workstation allocations, and space optimization

Employee Transport Management

• Supervise daily employee pick-up/drop operations (where applicable)
• Partner with third-party vendors to ensure safe, reliable, and cost-effective transport
• Implement roster planning, safety protocols, GPS tracking, and driver behavior monitoring
• Handle escalation management and route optimization

Cafeteria & Food Service Oversight

• Manage relationships with food vendors and meal providers
• Monitor quality, hygiene, variety, and feedback collection on cafeteria services
• Ensure compliance with FSSAI norms, pricing structures, and dietary preferences
• Oversee pantry and vending machine maintenance, inventory tracking

Vendor & Procurement Management

• Identify, onboard, and evaluate vendors across all admin categories (facility, food, security, etc.)
• Prepare and negotiate service agreements, contracts, renewals, and billing terms
• Monitor performance through SLAs and audit records
• Ensure compliance with statutory regulations and vendor due diligence

Compliance, Health & Safety

• Ensure fire safety compliance, office health audits, and first-aid readiness
• Collaborate with HR to support POSH, workplace accessibility, and grievance redressal
• Maintain incident logs, risk registers, and periodic admin compliance reports

Budgeting, Reporting & Communication

• Prepare annual admin budgets and control costs across facility and operations
• Track expenses, raise POs, validate invoices, and support finance in budgeting
• Maintain administrative MIS, vendor evaluation reports, audit logs, and dashboards
• Report operational status and improvements to senior management regularly

Qualifications & Skills:

Education:

• Graduate in Business Administration, Facilities Management, or relevant field
• Additional certifications in Facility/Transport Management, ISO / HSE are a plus

Experience:

• 7–10 years of experience in Administration, Facilities, or Operations roles
• At least 2–3 years in a managerial or supervisory capacity
• Prior experience in ITES/BPO/KPO/Financial/Professional Services firms preferred

Skills Required:

• Strong interpersonal and people management skills
• Vendor negotiation, budgeting, and audit handling
• Familiarity with admin systems/tools like CAFM, Helpdesk, Biometric, Transport Roster apps
• Excellent command over written and spoken English
• Ability to multitask, prioritize and drive time-bound resolution