Administration Manager

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

Benefits offered by this job

MS Office proficiency

Job summary

NCTI Bengaluru seeks an Admin Manager to oversee the company’s administrative functions across Head Office and project sites. The role requires 8 to 12 years of experience and a background in Administration, Business Management, HR, or related fields.

You will coordinate office and site administration, manpower logistics, travel, accommodation, vehicle management, procurement, vendor relations, and asset and insurance records, ensuring compliance and efficient operations.

Qualifications

• The Admin Manager should oversee core admin functions across Head Office and project sites.
• Strong coordination of office and site administration, manpower logistics, travel, and facilities.
• Excellent organizational skills to manage multiple projects/locations.

Responsibilities

• General Administration: daily activities of Head Office and project locations; SOPs.
• Project & Site Administration: support PMs with manpower, accommodation, transport, and site needs.
• Manpower & Workforce Coordination: manage deployment, transfers, records, and permits.
• Travel & Accommodation: arrange travel, housing, local transport; manage costs.
• Vehicle & Transportation Management: manage vehicle fleet and records; fuel usage.
• Office & Facility Management: maintain premises, utilities, security, upkeep.
• Procurement & Office Supplies: stock, quotations, budgets, vendor coordination.
• Vendor Management: manage vendors, invoices, service quality, documentation.
• Asset Management: maintain asset registers and handovers; verifications.
• Insurance & Administrative Documentation: renew policies, maintain docs.
• Safety & Emergency Support: support safety procedures and emergencies.
• Soft Skills: MS Office, communication, time management, integrity.

Skills

MS Office

Excel

Word

PowerPoint

Communication

Time Management

Attention to Detail

Proactive Approach

Integrity

Education

Graduate / Post Graduate in Administration or related discipline

Job description

JOB DESCRIPTION: ADMIN MANAGER

Position: Admin Manager
Department: Administration
Reporting To: General Manager Projects
Location: Bengaluru, Karnataka
Experience: 8 to 12 years
Qualification: Graduate / Post Graduate in Administration, Business Management, HR, or a related discipline.
Industry Preference: Construction / Infrastructure / EPC / Engineering / Marine / Offshore / Project-based organizations.

1. JOB SUMMARY

The Admin Manager will be responsible for managing the Company's overall administrative functions and ensuring smooth and efficient support to the Head Office, project sites, employees, and management.
The role will involve coordination of office and site administration, manpower logistics, travel, accommodation, transportation, vehicles, facilities, assets, office supplies, vendor management, documentation, insurance and administrative compliance.
The candidate should be highly organized, proactive, resourceful, and capable of handling multiple projects and locations simultaneously.

2. KEY RESPONSIBILITIES

A. General Administration

• Manage day-to-day administrative activities of the Head Office and project locations.
• Establish and implement administrative procedures and SOPs.
• Ensure smooth functioning of office facilities and infrastructure.
• Coordinate with Management and various departments for administrative requirements.
• Maintain proper records of administrative activities and expenses.
• Ensure office discipline and effective utilization of company resources.

B. Project & Site Administration

• Coordinate administrative requirements for construction/project sites.
• Support Project Managers with manpower, accommodation, transportation, communication, and other site requirements.
• Arrange mobilization and demobilization of manpower and equipment as required.
• Maintain project/site administrative records.
• Coordinate with local authorities, suppliers, service providers, and other stakeholders for administrative matters.
• Ensure timely availability of essential site facilities and services.

C. Manpower & Workforce Coordination

• Coordinate deployment and movement of employees and project personnel.
• Maintain employee and site manpower records.
• Coordinate joining, transfers, mobilization, demobilization, and exit formalities from an administrative perspective.
• Maintain records of employee documents, identification, permits, licenses, and other required documentation.
• Coordinate ID cards, access passes, site permits, and other project-specific requirements.
• Ensure required personnel documentation is available before deployment.

D. Travel & Accommodation

• Manage employee and project personnel travel arrangements.
• Coordinate:
  • Flight/train/bus bookings
  • Local transportation
  • Hotels
  • Guest houses
  • Project accommodation
  • Vehicle arrangements
• Develop cost-effective travel and accommodation arrangements.
• Maintain travel records and administrative expenditure.
• Coordinate emergency travel requirements for project personnel.

E. Vehicle & Transportation Management

• Manage Company-owned, leased, and hired vehicles.
• Maintain vehicle records, including:
  • Registration
  • Insurance
  • Fitness certificates
  • Pollution certificates
  • Permits
  • Service records
• Monitor vehicle servicing and repairs.
• Coordinate drivers and transportation requirements.
• Monitor fuel consumption and vehicle utilization.
• Verify vehicle hire bills and supporting documents.
• Ensure vehicles are available for project and management requirements.

F. Office & Facility Management

• Manage office premises, housekeeping, security, maintenance, utilities, and other facilities.
• Monitor electricity, water, internet, telephone, housekeeping, security, and other facility-related requirements.
• Ensure proper maintenance of office infrastructure.
• Coordinate repairs and maintenance of furniture, equipment, electrical systems, air conditioning, plumbing, etc.
• Maintain a clean, safe, and professional working environment.

G. Procurement & Office Supplies

• Manage procurement of routine administrative materials and consumables.
• Maintain adequate stock of:
  • Stationery
  • Printer consumables
  • Office supplies
  • PPE, where applicable
  • Pantry supplies
  • Cleaning materials
• Obtain quotations and negotiate with vendors where required.
• Ensure purchases are made within approved budgets.
• Maintain records of administrative purchases and inventory.

H. Vendor Management

• Identify and maintain a database of administrative vendors and service providers.
• Negotiate commercial terms with vendors.
• Manage vendors for:
  • Housekeeping
  • Security
  • Transportation
  • Accommodation
  • Travel
  • Facility maintenance
  • Office supplies
  • Equipment rentals
  • Communication services
• Monitor vendor performance and service quality.
• Review vendor invoices and submit them for approval.
• Maintain proper vendor documentation.

I. Asset Management

• Maintain an updated register of Company assets.
• Coordinate allocation and handover of assets to employees/projects.
• Maintain records for:
  • Computers and laptops
  • Mobile phones
  • Office equipment
  • Furniture
  • Vehicles
  • Tools and other administrative assets
• Conduct periodic physical verification of assets.
• Track transfer, repair, replacement, and disposal of assets.
• Ensure appropriate documentation for asset handover and return.

J. Insurance & Administrative Documentation

• Coordinate renewal and documentation of various Company insurance policies in consultation with Management/Finance.
• Maintain records of:
  • Employee insurance
  • Group Personal Accident policies
  • Workmen-related insurance
  • Vehicle insurance
  • Office/property insurance
  • Project-specific insurance
• Coordinate with insurance brokers and insurers for administrative requirements and claims.
• Maintain expiry/renewal calendars to avoid lapses.

K. Safety & Emergency Support

• Coordinate administrative support for implementation of Company safety procedures.
• Ensure basic emergency arrangements are available at offices and project locations.
• Maintain emergency contact lists.
• Coordinate emergency transportation and accommodation when required.
• Support Project/Safety Teams during emergencies and unforeseen events.

L. Key Soft Skills:

• MS Office Good working knowledge of Excel, Word, PowerPoint
• Excellent verbal and written communication
• Time Management
• Attention to Detail and Proactive Approach
• Integrity

3. DOCUMENTATION & RECORD MANAGEMENT

The Admin Manager will ensure proper maintenance of:

• Employee administrative records
• Vendor records
• Vehicle records
• Asset registers
• Insurance records
• Office agreements
• Lease/rental agreements
• Licenses and permits
• Travel records
• Accommodation records
• Site administrative records
• AMC and service contracts
• Administrative purchase records

All records should be maintained in an organized physical and digital filing system.

4. REPORTING

The Admin Manager will prepare periodic reports covering:

Monthly Reports

• Administrative expenses
• Travel expenses
• Accommodation expenses
• Vehicle expenses
• Fuel consumption
• Office maintenance expenses
• Vendor payments
• Asset movements
• Insurance/permit renewal status
• Project/site administrative requirements

Weekly Reports

• Upcoming travel and accommodation requirements
• Vehicle availability
• Critical administrative requirements
• Pending approvals
• Permit/license renewals
• Site support requirements

Compensation

CTC: Fixed Annual Renumeration of 8 to 12 Lakhs and variable component (Performance based Incentive) and commensurate with experience and capability.
The Company is willing to offer an attractive compensation package to the right candidate with proven experience in managing finance for a growing, project-based organization.