Admin Associate

Porter; Mumbai; On-site; INR 600,000 - 1,000,000; Full time

Job summary

Porter is seeking an Associate in Administration & Facilities to oversee end-to-end administrative operations and facilities management across offices/sites in Mumbai. You will manage vendors, budgets, and internal stakeholders to ensure a safe, efficient workplace.

The role requires strong planning, negotiation skills, and knowledge of compliance standards, with hands-on handling of office logistics, SOPs, and process optimization.

Qualifications

• 37 years of experience in administration and facilities management
• Strong vendor management and negotiation skills
• Good knowledge of statutory compliance and safety standards
• Excellent planning, coordination, and problem-solving abilities
• Proficiency in MS Excel and basic reporting/dashboarding
• Strong communication and stakeholder management skills

Responsibilities

• Oversee day-to-day facilities operations including housekeeping, security, maintenance, cafeteria, transport, and utilities
• Ensure timely maintenance of office infrastructure, equipment, and assets
• Conduct regular facility audits to ensure safety, hygiene, and statutory compliance
• Manage office expansions, relocations, and setup activities
• Lead and streamline administrative processes for smooth office functioning
• Manage office supplies, inventory, and asset tracking
• Draft and implement administration SOPs and policies
• Handle employee support related to facilities and admin requirements
• Identify, onboard, and manage facility and admin vendors
• Negotiate contracts, SLAs, and pricing to ensure cost efficiency
• Monitor vendor performance and ensure SLA adherence
• Process vendor invoices and coordinate with finance for timely payments
• Ensure compliance with statutory and regulatory requirements (fire safety, building norms, vendor compliance, etc.)
• Coordinate with legal and compliance teams for audits and documentation
• Drive workplace safety initiatives and emergency preparedness
• Prepare and manage administration and facilities budgets
• Track expenses and identify opportunities for cost optimization
• Ensure zero service disruption within approved budgets
• Lead and guide admin/facilities support staff
• Act as the single point of contact for internal stakeholders on admin matters
• Coordinate closely with HR, Finance, IT, and Leadership teams

Skills

Experience in administration & facilIt

Vendor management & negotiation

Compliance & safety knowledge

Planning & coordination

Problem-solving

Stakeholder management

Communication skills

Tools

MS Excel

Job description

Role Summary

Th Associate Administration & Facilities will be responsible for overseeing end-to-end administrative operations and facilities management across offices/sites. The role ensures a safe, efficient, compliant, and well-maintained workplace while managing vendors, budgets, and internal stakeholders.

Key Responsibilities

Facilities Management

• Oversee day-to-day facilities operations including housekeeping, security, maintenance,cafeteria, transport, and utilities
• Ensure timely maintenance of office infrastructure, equipment, and assets
• Conduct regular facility audits to ensure safety, hygiene, and statutory compliance
• Manage office expansions, relocations, and setup activities

Administration & Operations

• Lead and streamline administrative processes for smooth office functioning
• Manage office supplies, inventory, and asset tracking
• Draft and implement administration SOPs and policies
• Handle employee support related to facilities and admin requirements

Vendor & Contract Management

• Identify, onboard, and manage facility and admin vendors
• Negotiate contracts, SLAs, and pricing to ensure cost efficiency
• Monitor vendor performance and ensure SLA adherence
• Process vendor invoices and coordinate with finance for timely payments

Compliance & Safety

• Ensure compliance with statutory and regulatory requirements (fire safety, building norms, vendor compliance, etc.)
• Coordinate with legal and compliance teams for audits and documentation
• Drive workplace safety initiatives and emergency preparedness

Budgeting & Cost Control

• Prepare and manage administration and facilities budgets
• Track expenses and identify opportunities for cost optimization
• Ensure zero service disruption within approved budgets

Team & Stakeholder Management

• Lead and guide admin/facilities support staff
• Act as the single point of contact for internal stakeholders on admin matters
• Coordinate closely with HR, Finance, IT, and Leadership teams

Required Skills & Qualifications

• 37 years of experience in administration and facilities management
• Strong vendor management and negotiation skills
• Good knowledge of statutory compliance and safety standards
• Excellent planning, coordination, and problem-solving abilities
• Proficiency in MS Excel and basic reporting/dashboarding
• Strong communication and stakeholder management skills

Preferred Qualifications

• Experience managing multi-location offices
• Exposure to fast-paced corporate or startup environments
• Certification in facilities management (added advantage)