Manager- Admin and Procurement

Job Description: Manager- Administration

Business Unit / Intervention: HR & Admin

Position: Manager - Admin

Level: Manager

Reporting to: Head - HR & Admin

Reportees: Yes

(Note: Immediate joiners who can join before 20th September 2025)

Role Overview:

The Administrative Manager is responsible for leading, optimizing, and overseeing all office operations, including facilities management, procurement, vendor relations, and cross-functional administrative support. The role ensures cost-effective, compliant, and efficient processes by leveraging data analytics, trend reports, and performance metrics to drive strategic decision-making and continuous improvement. Serving as both a systems leader and team mentor, while aligning administrative functions with organizational goals and industry best practices.

Roles & Responsibilities:

Strategic Operations & Cost Optimization

 Lead implementation and continuous improvement of admin systems and SOPs.

 Conduct monthly and quarterly spend analysis across key admin heads—travel, housekeeping, printing, utilities, etc.—to identify savings opportunities and process gaps.

 Drive cost optimization through vendor renegotiation and re-empanelment, targeting minimum 10% savings while maintaining service quality.

Vendor & Procurement Management

 Lead evaluation, onboarding, and performance monitoring of vendors across service categories.

 Develop SLAs and review vendor performance periodically based on compliance, cost, quality, and feedback scores.

Travel & Facilities Management

 Ensure 100% policy-compliant travel bookings and efficient coordination of employee logistics.

 Oversee upkeep of office infrastructure, housekeeping services, AMC contracts, utilities, and preventive maintenance schedules.

Training Venue Management

 Coordinate and finalize training venues (internal or external) for interdepartmental training sessions, workshops, and meetings based on budget, availability, and suitability of space.

 Liaise with internal stakeholders to understand training needs and schedules; ensure venue availability aligns with session requirements (e.g., seating, AV setup, accessibility).

 Negotiate with external venue providers to secure cost-effective and quality spaces, ensuring compliance with KEF's procurement policies.

 Manage end-to-end logistics for training venues including setup, housekeeping, refreshments, IT/AV support, and post-event cleanup.

 Ensure venues are prepared at least 3 hours before session start, with all necessary infrastructure (projector, whiteboard, markers, etc.) in place and functioning.

 Monitor feedback from departments on venue arrangements and proactively address recurring concerns or improvement areas.

Cross-functional Admin Support

 Provide responsive and efficient support to all departments through structured request tracking and resolution protocols.

 Plan and execute office events or initiatives with post-activity feedback and analytics to improve effectiveness.

Data-Driven Decision-Making

 Create dashboards and trend analysis reports using Excel/Power BI for leadership review.

 Use data to derive insights and provide actionable recommendations to improve administrative efficiency and employee experience.

Compliance & Governance

 Ensure adherence to statutory norms, safety protocols, and internal audit findings.

 Maintain records, logs, and checklists to demonstrate due diligence across admin functions.

Team Leadership & Capacity Building

 Lead and mentor admin executives; build internal capacity to independently manage verticals.

 Design and deliver on-the-job training and SOP-based onboarding for admin team members.

Candidate Specification:

Educational Qualifications

 Postgraduate degree in Business Administration, Facility Management, or related fields.

Years of Experience

 8–10 years of experience in core administration roles, preferably with at least 2 years in a managerial capacity.

 Experience in nonprofit operations preferred.

Technical Skills

 Advanced MS Excel / Google Sheets: Pivot tables, formulas, and visualizations.

 Working knowledge of Power BI / Google Data Studio.

 Budgeting, procurement systems, expense tracking, and vendor management.

Competencies

 Data & Analytical Thinking

 Strategic Planning & Decision-Making

 Team Leadership & Mentoring

 Communication & Interpersonal Skills

 Compliance & Risk Awareness

 Cultural Sensitivity and Inclusiveness

Personal Attributes

 Organized and detail-oriented

 Proactive and self-driven

 High level of integrity

 Adaptable with willingness for field visits (including remote project locations)

 Strong service orientation

Job Specifications:

Location: Govandi, Mumbai,

Hours Of Work: 6 days, 8 hours; 2 Saturdays off every month in addition to the regular weekly off on Sundays

Other Benefits:

 Leave benefits from the date of joining

 Coverage under Health Medical Insurance for self & family from date of joining

 Life Cover from date of joining

Job Types: Full-time, Permanent

Pay: Up to ₹1,200,000.00 per year

Benefits:

• Health insurance
• Life insurance
• Provident Fund

Application Question(s):

• Are you an immediate joiner? (Yes/No)( Prefers joiners within Sep 20 / within 15 days)
• What is your current location? (Prefers from any part of Mumbai)
• What is your current CTC? (in lpa)
• What is your expected CTC?

Work Location: In person