Admin Manager

Shri Management Services; Navi Mumbai; On-site; INR 600,000 - 900,000; Full time

Job summary

Shri Management Services is seeking a qualified Administrative Manager to oversee day-to-day operations involving food and pantry management, transport coordination, housekeeping, and vendor management.

The ideal candidate will possess strong communication and coordination skills, with significant experience in managing soft services. This role requires a graduate degree and the ability to handle emergencies, ensuring operational continuity.

Qualifications

• 7–10 years of relevant experience for Administrative Manager role.
• 4–7 years of relevant experience for Assistant Manager role.
• Experience in vendor and outsourced manpower management.
• Basic understanding of billing and invoicing.

Responsibilities

• Ensure smooth day-to-day administrative operations in various service areas.
• Coordinate food and pantry services with vendors.
• Manage transport services and coordinate with external vendors.
• Oversee housekeeping services and ensure cleanliness.
• Maintain high horticultural standards and monitor plant health.
• Coordinate with vendors for SLA compliance and manage invoices.

Skills

Strong communication skills

Coordination

Stakeholder management

Problem-solving ability

Emergency handling skills

Education

Graduate in any discipline (Facility Management or Hotel Management preferred)

Job description

Job Purpose

To ensure smooth day‑to‑day administrative operations by managing soft services, food and pantry services, transport coordination, housekeeping, horticulture, vendor management, compliance, and employee support while maintaining high standards of hygiene, safety, service quality, cost control, and operational continuity.

Responsibilities

Food & Pantry Management

• Ensure uninterrupted supply of daily breakfast and lunch as per approved menu.
• Coordinate with food vendors to maintain service continuity and quality standards.
• Coordinate with Instago vendor for availability and replenishment of snacks.
• Conduct regular and surprise inspections of food suppliers for quality and hygiene.
• Ensure clean utensils, proper storage and food safety compliance at all times.
• Act as an active member of the food committee and address feedback.
• Arrange visitor lunches through the approved request and token system.
• Monitor pantry stocks and ensure timely replenishment.

Transport Management (Site Bus & Site Car – Vendor Operated)

• Coordinate with external transport vendors for smooth operation of site buses used for employee pick‑up from stations and drop services.
• Ensure site buses and site cars remain available at the site 24/7, including night shifts.
• Monitor and coordinate driver availability, attendance, shift rosters and replacements through transport vendors.
• Conduct regular and surprise inspections of buses and site cars using approved checklists (cleanliness, safety, vehicle condition and driver conduct).
• Act as the single point of contact between employees, security and transport vendors for transport‑related matters.
• Arrange alternative or emergency transport in case of breakdowns, absentee drivers or service disruptions.
• Ensure site car availability for emergency situations, official work and nearby employee requirements.
• Escalate and resolve transport‑related issues with vendors as per Service Level Agreement.
• Transport vehicles are vendor‑owned.

Housekeeping & Soft Services Management

• Overall management of soft services including housekeeping staff and outsourced manpower.
• Assign daily housekeeping duties and maintain attendance and leave records.
• Brief supervisors on daily cleaning schedules, safety procedures and work standards.
• Monitor cleanliness levels, hygiene standards and supervisor performance.
• Handle employee and senior‑management queries related to soft services.
• Conduct monthly training programmes on safety, grooming and hygiene.
• Coordinate scrap disposal activities and quarterly facade cleaning.

Horticulture Management

• Maintain high horticultural standards across landscaped and garden areas.
• Monitor plant health, watering schedules, soil nutrition and overall aesthetics.
• Implement sustainable gardening and integrated pest management practices.
• Conduct regular inspections of garden and landscape areas.
• Arrange monthly training programmes for horticulture staff and verify attendance.

Vendor & Administrative Management

• Coordinate with all service vendors to ensure SLA compliance.
• Verify, process and submit vendor invoices accurately and within timelines.
• Manage courier services and related billing.
• Handle laundry services and administration of Jio Dongles.
• Maintain petty cash records and ensure audit‑ready documentation.
• Support employee engagement and internal initiatives.
• Coordinate recycling, waste management and sustainability initiatives.
• Manage pest control services conducted twice a month.

Qualifications & Experience

• Graduate in any discipline (Facility Management or Hotel Management preferred).
• Administrative Manager: 7–10 years of relevant experience.
• Assistant Manager: 4–7 years of relevant experience.
• Vendor and outsourced manpower management.
• Strong communication, coordination and stakeholder management skills.
• Knowledge of corporate facilities and soft services operations.
• Problem‑solving ability and emergency handling skills.
• Basic understanding of billing, invoicing and cost control.
• Ability to support 24/7 operations as required.