Administration & Facility Assistant Manager / Deputy Manager

Pearce Services Global; Gurugram District; On-site; INR 1,200,000 - 1,800,000; Full time

Job summary

Pearce Services Global in Gurugram, India, seeks an experienced Administration & Facility Assistant Manager / Deputy Manager to oversee workplace administration, travel management, vendor coordination, and facility operations.

The role demands proactive leadership, strong stakeholder management, and adherence to safety and compliance standards, with responsibilities spanning security, housekeeping, travel and visa handling, and budget control.

Qualifications

• Graduate in any discipline; postgraduate preferred.
• 5+ years in Administration, Facilities Management, Workplace Services, or Corporate Services.
• Experience at Team Lead (AM) or Assistant Manager (AM) level preferred.
• Experience managing administration and facilities operations in a corporate environment.

Responsibilities

• Oversee workplace administration and facilities operations.
• Manage security, housekeeping, transport, and vendor coordination.
• Coordinate travel, visas, hotel bookings and travel policies.
• Coordinate conference room bookings, asset records, and compliance.
• Manage budgets and approve facility invoices.

Skills

Administration

Facilities management

Travel & ticketing

International travel

Visa processing

Vendor management

Employee transportation

Budgeting

MS Office

Education

Graduate degree

Postgraduate qualification preferred

Tools

MS Office

Excel

PowerPoint

Job description

Position Summary

We are seeking an experienced Administration & Facility Assistant Manager / Deputy Manager to oversee workplace administration, employee support services, travel management, vendor coordination, transport operations, and facility management. The role requires a proactive professional who can ensure smooth day-to-day office operations, maintain workplace standards, manage stakeholders effectively, and support business continuity initiatives.

Key Responsibilities

Security Management

• Ensure overall security arrangements for employees, visitors, and company assets.
• Monitor movement of men and materials within and outside company premises.
• Coordinate with security personnel, local authorities, and law enforcement agencies as required.
• Ensure adherence to security processes, policies, and compliance requirements.

Housekeeping & Soft Facilities Management

• Manage housekeeping staff, office assistants, and facility support teams.
• Ensure cleanliness and upkeep of office premises.
• Coordinate pest control activities and routine office maintenance.
• Oversee repair and maintenance of office equipment, furniture, fixtures, appliances, and utilities.
• Manage cafeteria and employee welfare facilities.
• Ensure availability and maintenance of first aid supplies and workplace safety requirements.

Travel & Ticketing Management

• Manage domestic and international travel requirements for employees and leadership.
• Handle airline, rail, hotel, visa, and travel insurance arrangements.
• Ensure compliance with company travel policies.
• Coordinate travel itineraries and business travel logistics.
• Work with online travel booking portals and travel vendors to secure cost-effective arrangements.

International Travel & Visa Management

• Coordinate international travel arrangements, visa processing, documentation, and travel approvals.
• Liaise with travel partners, visa agencies, embassies, and employees.
• Maintain records related to business travel and visa applications.

Transport Management

• Manage cab operations, pool cabs, and employee transportation requirements.
• Coordinate employee pick-up and drop facilities.
• Maintain vehicle records, driver rosters, fuel allocation, maintenance schedules, and parking management.
• Verify transport vendor invoices and driver overtime records.
• Ensure transport availability based on business needs.

Vendor Management

• Identify, onboard, and manage vendors for administration and facility services.
• Negotiate rates and establish service agreements.
• Manage vendors related to:
• Travel and ticketing
• Hotel bookings
• Event management
• Transport services
• Housekeeping
• Facility operations
• Monitor service quality and compliance with agreed SLAs.

Facilities Administration

• Coordinate conference room bookings and maintenance.
• Ensure timely servicing and refilling of fire safety equipment.
• Manage stationery procurement and office supplies.
• Coordinate meetings, leadership visits, employee events, and annual programs.
• Manage dispatch and receipt of couriers and official correspondence.
• Oversee printer, copier, and office equipment maintenance.
• Maintain office inventories and asset records.
• Handle petty cash administration.

Cost Control & Budget Management

• Manage administration and facilities budgets.
• Monitor costs and identify opportunities for operational efficiency.
• Process and verify invoices related to:
• Hotels
• Fuel
• Security
• Electricity
• Courier services
• Office space rentals
• Facility services
• Manage AMCs and contract renewals.

Compliance & EHS Support

• Working knowledge of ISO/TS/ISO 14001 systems.
• Support environmental management initiatives and operational control procedures.
• Participate in emergency response planning and business continuity efforts.
• Ensure employee awareness regarding safety and emergency protocols.
• Coordinate crisis preparedness and incident management activities.

Required Qualifications

• Graduate in any discipline; postgraduate qualification preferred.
• Minimum 5+ years of experience in Administration, Facilities Management, Workplace Services, or Corporate Services.
• Experience at Team Lead (AM) or Assistant Manager (AM) level preferred.
• Experience managing administration and facilities operations in a corporate environment.

Required Skills & Experience

• Strong experience in:
• Administration and facilities management
• Travel and ticketing operations
• International travel coordination
• Visa processing
• Vendor management
• Employee transportation management
• Budgeting and cost control
• Workplace services and employee support
• Hands-on experience with online travel booking platforms and travel management systems.
• Strong stakeholder management and communication skills.
• Proficiency in MS Office applications, particularly Excel and PowerPoint.
• Ability to manage multiple priorities in a fast-paced environment.

Preferred Experience

• Experience handling international travel and visa requirements.
• Exposure to corporate administration environments supporting large employee populations.
• Experience managing soft facility services including housekeeping, cafeteria, transport, office administration, and workplace management.
• Experience with procurement, contracts, and vendor negotiations.

Not Preferred

• Candidates with predominantly hard-core infrastructure, civil, electrical, HVAC, plant engineering, or facility engineering backgrounds, unless they possess significant exposure to soft facilities and workplace administration.

Working Conditions

• Flexibility to support business requirements outside normal working hours.
• Willingness to support occasional weekend activities, events, leadership visits, and operational requirements.
• Travel may be required based on business needs.

Preferred Candidate Profile

• Early joiners preferred.
• Strong ownership mindset and problem-solving abilities.
• Customer-focused approach with excellent interpersonal skills.
• Ability to work independently while effectively collaborating with cross-functional teams.