Manager - administration

4 weeks ago

Mumbai, India Nucleus Office Parks, A Blackstone Company Full time

Job Purpose: We are looking for a detail-oriented and proactive administrative role holder to join our team. The ideal candidate will handle various administrative tasks, including ensuring the smooth operation of offices at various locations within the country. The incumbent shall play a crucial role in maintaining a well-organized and efficient work environment for our staff across locations. Primary Responsibilities: Travel (Air, hotels and cab booking): Ensure all travel bookings through third-party portals are made accurately and promptly, aligning with the organization’s travel policy. Regularly review travel requests to ensure they adhere to approved travel plans, policies, and cost allocations. Perform timely and through review of invoices from travel vendors, to ensure they are accurate and complete with correct employee details, travel specifics, -amounts and corresponding backups, in compliance with internal financial protocols. Collaborate closely with travel partners and vendors to ensure high service levels, address any discrepancies, and resolve issues promptly. Monitor vendor performance against service level agreements (SLAs) and provide feedback for continuous improvement. Maintain comprehensive records of all travel bookings, invoices, and related documents, and generate periodic reports for management review. Inventory Management: Conduct routine stock audits and implement effective inventory control measures to minimize waste, prevent stock outs, and ensure timely reordering of supplies for office stationery, employee merchandise, pantry consumables, cutlery, crockery, etc Develop and execute inventory management strategies that align with company policies and operational needs, including forecasting demand and analyzing usage patterns. Collaborate with suppliers and vendors to bring in relevant changes in menus, stationery items, pantry consumables etc. and manage lead times for inventory procurement. Prepare regular inventory reports, highlighting key trends, potential risks, and areas for improvement. Ensure compliance with organizational standards for inventory handling, storage, and documentation, while implementing best practices to enhance efficiency and cost-effectiveness. Office Maintenance: Develop and implement a comprehensive maintenance schedule to ensure a clean, safe, and functional office environment that aligns with organizational standards and employee needs. Oversee and coordinate all office maintenance activities, including hygiene protocols, technical systems upkeep, and safety measures, ensuring timely execution of repairs, replacements, and routine servicing. Strategically plan and manage office layouts and seating arrangements to optimize space utilization, enhance workflow, and accommodate growth or changes in team structure. Conduct regular inspections and audits of office assets and infrastructure, identifying areas for improvement and ensuring all equipment and facilities are well-maintained and compliant with safety and operational standards. Establish and maintain an organized record-keeping system for all office activities, including maintenance logs, event planning details, budgets, vendor agreements, and post-event feedback to drive continuous improvement. Collaborate with external service providers and internal teams to ensure seamless execution of maintenance activities and address any urgent issues proactively. Prepare and present regular reports to senior management on office maintenance status, planned upgrades, budget utilization and control reports, and opportunities for cost optimization. Vendor Management: Develop and maintain strong relationships with all administrative vendors, including travel agencies, facility management teams, cafeteria services, and pantry suppliers, ensuring alignment with organizational standards and service expectations. Monitor, evaluate, and manage vendor performance through regular reviews and performance metrics, ensuring high-quality service delivery and adherence to agreed-upon terms. Oversee preparation of new and existing vendor agreements, clearly defining the required scope, optimum rates, and essential terms and conditions, while ensuring timely renewals and updates as needed. Proactively identify, address, and resolve any issues or disputes with vendors, leveraging negotiation and conflict resolution skills to maintain smooth operations. Collaborate with internal stakeholders to assess vendor requirements, drive continuous improvement, and explore opportunities for cost optimization and enhanced service quality. Ensure compliance with organizational policies and legal standards in all vendor contracts and interactions, maintaining thorough documentation and records of all agreements and communications. Provide strategic insights and recommendations to senior management regarding vendor partnerships, performance improvements, and potential new vendor relationships. Budget and Expense Management: Assist in the preparation and monitoring of the administrative budget (Travel, Food, Office Maintenance, etc.). Process and track invoices and ensure timely payment to vendors in alignment with the Commercial Services Department. Maintain accurate excel records of all invoices and payments for all vendors. Track expenses and provide weekly / quarterly expense reports to the Head of Admin. Event Handling: Assist in organizing and coordinating office engagement events such as Offsite, Townhalls, Training programs, Celebrations, Meetings, and conferences. Maintain a database of event planner, travel vendors, menus, snacks, and other service providers. Ensure all logistical arrangements are in place for such events, including vendor selection, catering, seating, travel and technical arrangements. Team Management: Ensure that administrative executives across India consistently deliver a positive and efficient office infrastructure and experience. Oversee and manage the performance of third-party teams, ensuring smooth office operations across various locations through effective training, attendance, and leave management. Deliver the role in alignment with the Environmental, Social, and Governance (ESG) framework, including Health and Safety (EHS). Role Requirements: Educational Qualification: Bachelor’s in any discipline Work Experience & Skills Required: 8+ years of relevant experience in hospitality and travel industry. Skills Required: Proficient in MS Office suite (MS Excel, Outlook) Good written and spoken communication skills Interpersonal skills. Displaying high ownership and effective team player Must be efficient in documentation. Customer Service Orientation Must be able to maintain a professional demeanor in times of high stress *Male candidates preferred **This position is dedicated exclusively to travel and office administration. HR candidates are kindly requested not to apply.

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