Admin Manager

Digi Pro; Bengaluru; On-site; INR 1,200,000 - 1,800,000; Full time

Job summary

Digi Pro in Bengaluru is seeking an experienced Admin Manager to lead the end-to-end administration function for the Bengaluru office. The role covers facilities upkeep, housekeeping, transport, vendor management, and procurement approvals while leading a team of admin staff.

The ideal candidate balances hands-on operations with cost discipline, has 6–8 years in admin/facilities, and is comfortable implementing SOPs and coordinating with vendors and safety compliance.

Qualifications

• 6–8 years of experience in Administration / Facilities Management, with at least 1–2 years in a team-handling capacity.
• Proven experience managing housekeeping, transport, security and vendor operations in a corporate office environment.
• Strong vendor negotiation and quote-comparison skills; comfortable owning procurement approvals.
• Working knowledge of inventory/stock management processes and basic budgeting.
• Fairly good verbal and written communication skills – able to coordinate across employees, leadership and external vendors.
• Proficient in MS Excel/Google Sheets for tracking budgets, inventory and vendor data.
• Ability to stay calm and organized under pressure, managing multiple priorities and escalations simultaneously.
• Graduate in any discipline; a diploma/certification in Facilities Management is an added advantage.
• Willingness to understand and adhere to the organization’s Information Security policies, including access control, visitor management and data confidentiality norms applicable to the admin function.

Responsibilities

• Lead admin support team – executives, housekeeping, and security staff.
• Set SOPs, assign duties, monitor performance and conduct regular team briefings.
• Handle attendance, leave planning, and escalate team issues.
• Train and onboard new admin staff and third‑party personnel.
• Ensure workplace hygiene, safety compliance and fire safety.
• Plan and manage office facilities maintenance; HVAC, plumbing, electrical, pest control.
• Manage seating, space planning and office upkeep for a smooth employee experience.
• Track vendor performance and maintain a vendor contract calendar.
• Approve purchase orders and invoices within defined authority limits.
• Monitor stock levels of office supplies and pantry items; conduct stock audits.
• Prepare and manage admin budget and flag variances.
• Identify cost-saving opportunities across housekeeping and vendor contracts.
• Support internal audits (ISO, safety, statutory) related to administration and facilities.

Skills

Team leadership

Vendor management

Procurement

Budgeting

Communication

Facilities coordination

Education

Bachelor's degree in any discipline

Diploma/Certification in Facilities Management

Tools

MS Excel

Google Sheets

Job description

We are looking for an experienced Admin Manager to lead the end-to-end administration function for our Bengaluru office. The role owns facilities upkeep, housekeeping, transport, vendor management, procurement approvals, and workplace hygiene & safety, while managing a team of admin support staff. The ideal candidate is hands‑on, vendor‑savvy, and comfortable balancing day-to-day operations with cost and process discipline.

Key Responsibilities

Team & People Management

• Lead, supervise and schedule the admin support team – executives, housekeeping, and security staff.
• Set clear SOPs, assign duties, monitor performance and conduct regular team briefings.
• Handle attendance, leave planning, and act as first point of escalation for team-related issues.
• Train and onboard new admin staff and third‑party contract personnel.

Facilities, Housekeeping & Hygiene

• Ensure the workplace is consistently clean, well‑maintained and compliant with hygiene standards across all floors/areas.
• Own preventive maintenance schedules for office infrastructure – HVAC, plumbing, electrical, pest control, etc.
• Conduct regular facility walk‑throughs and audits; track closure of snags/complaints via a ticketing log.
• Manage seating, space planning and office upkeep for a smooth employee experience.
• Ensure fire safety, first‑aid and statutory workplace safety compliance.

Transport Management

• Plan and manage employee transport/cab services, routes and vendor SLAs.
• Monitor transport costs, safety compliance and driver conduct.
• Handle escalations related to pick‑up/drop delays, vehicle condition, and billing discrepancies.

Vendor Management & Procurement

• Identify, evaluate and onboard vendors for housekeeping, pantry, transport, stationery, AMC services etc.
• Drive vendor quote comparisons (RFQs), negotiate pricing and finalize contracts/SLAs.
• Review and approve purchase orders and invoices within defined authority limits.
• Track vendor performance, renewals, and maintain a vendor contract calendar.

Stock, Inventory & Budgets

• Manage inventory of office supplies, pantry consumables, housekeeping and stationery items; ensure adequate stock levels without over‑ordering.
• Set up and maintain stock registers/trackers and conduct periodic physical stock audits.
• Prepare and manage the annual admin budget; track actuals vs. budget monthly and flag variances.
• Identify cost‑saving opportunities across housekeeping, transport and vendor contracts without compromising quality.

Efficiency & Process Improvement

• Continuously streamline admin processes (approvals, procurement, ticketing) to reduce turnaround time.
• Introduce/maintain simple trackers or tools for facility requests, vendor payments and inventory.
• Support internal audits (ISO, safety, statutory) related to administration and facilities.

Requirements

• 6–8 years of experience in Administration / Facilities Management, with at least 1–2 years in a team‑handling capacity.
• Proven experience managing housekeeping, transport, security and vendor operations in a corporate office environment.
• Strong vendor negotiation and quote‑comparison skills; comfortable owning procurement approvals.
• Working knowledge of inventory/stock management processes and basic budgeting.
• Fairly good verbal and written communication skills – able to coordinate across employees, leadership and external vendors.
• Proficient in MS Excel/Google Sheets for tracking budgets, inventory and vendor data.
• Ability to stay calm and organized under pressure, managing multiple priorities and escalations simultaneously.
• Graduate in any discipline; a diploma/certification in Facilities Management is an added advantage.
• Willingness to understand and adhere to the organization’s Information Security policies, including access control, visitor management and data confidentiality norms applicable to the admin function.

What Success Looks Like

• A consistently clean, safe and well‑run workplace with minimal employee complaints.
• Vendor costs kept within budget through effective negotiation and periodic re‑evaluation.
• Zero stock‑outs of critical office/pantry supplies, with lean, well‑tracked inventory.
• A well‑managed, motivated admin team with clear ownership and low escalation turnaround time.