Administration Assistant

6 days ago

Prahlad Nagar Ahmedabad Gujarat, India Education Center Of Australia Full time

**Position Summary**:
**Key Responsibilities**

**1. Facilities & Infrastructure Management**
- Manage the comprehensive upkeep, maintenance, and operational performance of all company properties (Santosha, Meadows, ECA Building).
- Implement and rigorously adhere to preventive maintenance schedules, ensuring all repairs are conducted promptly and to a high standard.
- Monitor and optimize utility consumption, and ensure full compliance with all health, safety, and regulatory standards.

**2. Travel, Transport & Logistics Management**
- Oversee all staff and visitor transportation, including cab services for daily commutes and official requirements.
- Manage the corporate travel desk, coordinating end-to-end arrangements such as flight and train bookings, hotel accommodations, and detailed itinerary planning.
- Liaise with travel agencies and vendors to negotiate favorable terms, ensuring cost-efficiency, reliability, and high-quality service.

**3. Office Administration & Procurement**
- Procure and manage the inventory of all stationery, office supplies, and consumables for all locations.
- Maintain optimal stock levels through systematic inventory control and timely replenishment.
- Provide comprehensive logístical support for company events, meetings, and conferences.

**4. Vendor & Contract Management**
- Source, evaluate, and onboard vendors for facilities, travel, administrative services, and other operational needs.
- Negotiate contracts and Service Level Agreements (SLAs) to secure cost-effective and high-quality services.
- Conduct regular vendor performance reviews to ensure adherence to agreed terms and drive continuous improvement.
- Maintain a centralized vendor database, contract repository, and payment schedules in coordination with the Finance department.

**5. Compliance, Documentation & Reporting**
- Maintain accurate and up-to-date records for all property maintenance, vendor contracts, travel bookings, and inventory.
- Prepare and present periodic Management Information System (MIS) reports on administrative expenditures and activities.
- Ensure strict adherence to company policies, statutory regulations, and health & safety protocols.

**Qualifications & Competencies**
- Proven experience in facilities management, office administration, or a similar role.
- Exceptional organizational and multitasking abilities with a keen attention to detail.
- Strong negotiation, vendor management, and relationship-building skills.
- Excellent verbal and written communication and interpersonal skills.
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook).
- Working knowledge of facility management software (e.g., CAFM) and travel management systems is highly desirable.

**Job Types**: Full-time, Permanent

Pay: ₹30,000.00 - ₹50,000.00 per month

**Benefits**:

- Provident Fund

**Language**:

- English (preferred)

Work Location: In person

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