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Manager - Admin & Facilities

2 weeks ago

Mumbai City District, India Aeries Technology Full time ₹ 12,00,000 - ₹ 36,00,000 per year

Job Position: Manager- Admin & Facilities

Functional Reporting: Head- Admin & Facilities

Job Description:

Key Responsibilities:

Compliance & Audit Preparedness

  • Ensure local compliance requirements are met.
  • Maintain and update audit-related data for readiness at all times

Billing & Payments

  • Review and process all administrative and travel-related bills in accordance with the set schedule.
  • Manage petty cash and other approved financial modes for office stationery and miscellaneous expenses.
  • Ensure timely and accurate processing of vendor payments.

Vendor Management

  • Act as the point of contact (SPOC) for business stakeholders and maintain regular communication.
  • Coordinate with Head Admin and department heads to review vendor contracts.
  • Track and ensure timely renewal of vendor agreements.

Office & Facility Administration

  • Maintain office safety and ensure adherence to Employee Health & Safety (EHS) standards.
  • Monitor and manage monthly rental payments across locations.
  • Maintain accurate records and ensure they are shared with the Finance and India Admin teams.
  • Work with the landlords /facility representative to ensure and remain updated on building information time-to-time.
  • Assist and monitor new development facility centers.
  • Ensure and oversee project and fit outs till mobilization
  • Oversee preventive, predictive, and corrective maintenance of all technical systems (HVAC, DG, UPS, power distribution, lighting, fire detection & suppression, plumbing
  • Oversee housekeeping, cleaning, security, front office, mailroom, pantry /cafeteria, landscaping
  • Select, negotiate, manage Service Level Agreements (SLAs) with contractors and vendors for maintenance, cleaning, security etc.

Reporting & MIS

  • Maintain monthly MIS reports.
  • Analyze and prepare periodic reports related to administration and travel.

Support & Responsiveness

  • Respond promptly to queries, including those received outside office hours, with due diligence.
  • Provide general administrative support to the team as required.
  • Proactive and adaptable with a strong problem-solving mindset.
  • Comfortable working independently and collaboratively under pressure.
  • Act as the liaison / SPOC for clients, senior management, occupants for facility-related matters.

Skills & Qualifications

Educational Background:

  • Bachelors degree in any discipline (required).

Professional Experience:

  • Minimum 89 years of relevant work experience in administration, travel coordination, or office management.

Computer Skills:

  • Proficient in Microsoft Office Suite (Excel, Word, PowerPoint, Outlook).

Communication & Interpersonal Skills:

  • Excellent verbal and written communication skills.
  • Strong interpersonal abilities to interact effectively with stakeholders at all levels.

Organizational & Time Management:

  • Capable of managing multiple priorities with strong attention to detail.
  • Ability to meet deadlines in a fast-paced and dynamic environment.
  • Strong troubleshooting, diagnostic, and problem-solving skills.