Admin Coordinator

We are seeking a skilled and experienced candidate responsible for overseeing the administrative aspects of CSR projects. The admin portfolio includes overall monitoring, support and guidance to project teams to ensure smooth operations at various locations.

Role will be part of central program team in implementation of admin policies, systems and processes as per regulatory requirements and controls, based on sound practices and principles of transparency, accountability to ensure quality outcomes.

The candidate should closely monitor and control the annual admin budgets, ensure that all spends are aligned with the program budget lines, objectives, and compliant with applicable statutory regulations. Role will also hold functional responsibility for vendor management, procurement, travel and logistics, service contracts, asset management and accounts payable and works closely with Finance and HR team and field teams.

Position: Assistant Manager Administration

Location: Ahmedabad, Gujarat

Qualification: Masters or Post Graduate degree in Business Administration (MBA), Masters in Public Administration, Masters in Commerce (M. Com), Masters in Project Management (MS), or any relevant subject.

Experience: Minimum 5-7 years of experience in Business Administration or Project Management.

Primary Responsibilities

• Administration- Keep the projects running efficiently, proactively identify problems and resolve any emerging issues. Ensure IF branding at premise, vehicles, and assets. Review upkeep of premises/ offices through video conference, site visits, check service records, asset records, and submit a monthly report on corrective action. Track admin expenses on a monthly basis.
• Procurement & Inventory- Ensure procurement and purchase related to the projects in accordance with procurement guidelines and norms and as per budget provisions. Verify annual and quarterly procurement plans and budgets and track project wise inventory. Shortlist vendors and maintain approved vendor list. Renewal of service contracts, insurance, and regular maintenance of assets, service records as per policy and procedure.
• Asset Management- Carry out physical verification of assets as per SOP and maintain an inventory of all assets and their management. Ensure proper care and maintenance of premises and equipment in use at all project locations including office facilities. Track spend variance and take corrective action. Supervision and periodic maintenance of vehicles, registration documents, tracking vehicle upkeep expenses and record of driver's license, renewal dates, other documents and their renewals as per local government rules.
• Travel & Logistics- Coordinate and arrange project travel (Hotel and Travel bookings), maintain routine travel records, coordinate with hotels for negotiated rates and update hotel rate list and contact details accordingly.
• Reports & Records- Maintain all original project documents, records, inventories and contracts in safe custody, and make it available as per requirement. Submit annual procurement plans, monthly status reports related to assets, stocks etc., adequately detailing challenges and corrective actions.

Required Skills and Knowledge:

• Fluency in English (verbal and written)
• Numerical proficiency with data handling, documentation, record keeping and retrieval.
• Effective use of Microsoft Office, Excel, SAP, Power BI.
• Ability to work on shared goals, periods of ambiguity.
• Experience in multi-project administrative role.
• Ability to work with multiple stakeholders- government, semi-government bodies, corporate, Hospitals, Vendors.
• High problem-solving skills with excellent judgment.
• Able to resolve complex problems with little or no oversight.
• Attention to detail.
• Self-starter with excellent planning and organizational skills
• Ability to work constructively with multiple deadlines.
• Proficiency in utilizing online information resources.
• Team player with an ability to work with diverse teams.

The role requires 40% travel to pan India locations and communication with varied teams located across the country with different cultural and language orientations.

Salary and Benefits: based on candidate's experience/qualifications. Other benefits includes group life insurance, accidental and medical insurance, travel as per policy, phone reimbursement, and leaves as per policy.