Administration Manager

MSA Global Technology And Engineering; Bengaluru; On-site; INR 500,000 - 900,000; Full time

Job summary

MSA Global Technology And Engineering in Bengaluru seeks an Administration Manager to oversee all administrative operations across our facilities, ensuring a safe, cost-efficient and employee-friendly workplace.

You will lead general administration, facility management, housekeeping, security, transport, vendor contracts, procurement, budgeting and statutory compliance, coordinating with HR, Finance and production to deliver smooth, compliant services.

Responsibilities

• Oversee day-to-day administrative operations and ensure smooth functioning of the organisation.
• Develop and implement administrative policies, procedures and guidelines.
• Manage office administration, infrastructure, facilities and general upkeep.
• Ensure proper maintenance of office premises, factory buildings and common areas.
• Coordinate internal events, employee gatherings, celebrations and official functions.
• Manage official correspondence, documentation and administrative records.
• Ensure proper maintenance of buildings, electrical installations, plumbing, air conditioning, lighting and other infrastructure.
• Coordinate preventive and breakdown maintenance of facilities.
• Monitor maintenance schedules and ensure timely completion of repairs.
• Manage office and factory space utilisation, seating arrangements and infrastructure requirements.
• Coordinate renovation, civil work, expansion and infrastructure development projects.
• Ensure availability of essential utilities such as electricity, water and other facility requirements.
• Supervise housekeeping activities and ensure cleanliness across office and factory premises.
• Monitor canteen operations, food quality, hygiene and employee satisfaction.
• Ensure proper sanitation and maintenance of washrooms and common facilities.
• Establish housekeeping standards and conduct periodic inspections.
• Manage housekeeping and canteen service providers.
• Manage security personnel, access control systems and visitor management.
• Ensure proper implementation of security procedures for employees, visitors, contractors and vendors.
• Monitor security arrangements, CCTV surveillance and entry/exit records.
• Coordinate emergency preparedness, fire safety equipment maintenance and emergency response arrangements.
• Work closely with the EHS team to ensure compliance with workplace safety requirements.
• Manage employee transportation, company vehicles and vehicle maintenance.
• Coordinate vehicle allocation, fuel management, driver schedules and vehicle documentation.
• Monitor vehicle insurance, fitness certificates, permits and other statutory requirements.
• Arrange official travel, accommodation and transportation for employees and management.
• Ensure cost-effective utilisation of transportation resources.
• Identify, evaluate and negotiate with administrative vendors and service providers.
• Manage contracts, service-level agreements and renewal schedules.
• Monitor vendor performance and ensure service quality.
• Verify vendor invoices, service bills and payment documentation.
• Maintain an approved vendor database and periodically review vendor performance.
• Ensure proper documentation and compliance of outsourced service providers.
• Manage procurement of office supplies, stationery, furniture, equipment and other administrative requirements.
• Ensure cost-effective purchasing through quotations and negotiations.
• Maintain records of company assets, inventory and administrative consumables.
• Conduct periodic physical verification of assets and maintain asset registers.
• Ensure proper allocation, utilisation and maintenance of company assets.
• Prepare and monitor the annual administration budget.
• Track monthly administrative expenses against approved budgets.
• Identify opportunities for cost optimisation without compromising service quality.
• Monitor recurring expenses, service contracts and utility consumption.
• Prepare periodic MIS reports on administrative expenditure and operational performance.
• Ensure timely renewal of applicable licences, permits, registrations and statutory documents related to administration and facilities.
• Maintain records of building-related approvals, fire safety documentation, vehicle compliance and other applicable requirements.
• Coordinate with government authorities, local bodies and external agencies whenever required.
• Ensure compliance with applicable establishment, facility and safety requirements in coordination with the concerned departments.
• Address employee concerns relating to administration and workplace facilities.
• Coordinate with HR, Finance, Production, Purchase and other departments for administrative requirements.
• Ensure timely availability of workplace infrastructure and employee support services.
• Support management in implementing administrative improvements and organisational initiatives.

Job description

1. Job Purpose

To independently manage and oversee the overall administrative operations of the organisation, ensuring efficient facility management, infrastructure maintenance, employee support services, security, housekeeping, transport, vendor management and statutory compliance. The role is responsible for maintaining a safe, cost-effective, organised and employee-friendly workplace across the organisation's facilities.

2. Key Responsibilities

A. General Administration

• Oversee day-to-day administrative operations and ensure smooth functioning of the organisation.
• Develop and implement administrative policies, procedures and guidelines.
• Manage office administration, infrastructure, facilities and general upkeep.
• Ensure proper maintenance of office premises, factory buildings and common areas.
• Coordinate internal events, employee gatherings, celebrations and official functions.
• Manage official correspondence, documentation and administrative records.

B. Facility & Infrastructure Management

• Ensure proper maintenance of buildings, electrical installations, plumbing, air conditioning, lighting and other infrastructure.
• Coordinate preventive and breakdown maintenance of facilities.
• Monitor maintenance schedules and ensure timely completion of repairs.
• Manage office and factory space utilisation, seating arrangements and infrastructure requirements.
• Coordinate renovation, civil work, expansion and infrastructure development projects.
• Ensure availability of essential utilities such as electricity, water and other facility requirements.

C. Housekeeping & Canteen Management

• Supervise housekeeping activities and ensure cleanliness across office and factory premises.
• Monitor canteen operations, food quality, hygiene and employee satisfaction.
• Ensure proper sanitation and maintenance of washrooms and common facilities.
• Establish housekeeping standards and conduct periodic inspections.
• Manage housekeeping and canteen service providers.

D. Security & Safety Management

• Manage security personnel, access control systems and visitor management.
• Ensure proper implementation of security procedures for employees, visitors, contractors and vendors.
• Monitor security arrangements, CCTV surveillance and entry/exit records.
• Coordinate emergency preparedness, fire safety equipment maintenance and emergency response arrangements.
• Work closely with the EHS team to ensure compliance with workplace safety requirements.

E. Transport & Travel Management

• Manage employee transportation, company vehicles and vehicle maintenance.
• Coordinate vehicle allocation, fuel management, driver schedules and vehicle documentation.
• Monitor vehicle insurance, fitness certificates, permits and other statutory requirements.
• Arrange official travel, accommodation and transportation for employees and management.
• Ensure cost-effective utilisation of transportation resources.

F. Vendor & Contract Management

• Identify, evaluate and negotiate with administrative vendors and service providers.
• Manage contracts, service-level agreements and renewal schedules.
• Monitor vendor performance and ensure service quality.
• Verify vendor invoices, service bills and payment documentation.
• Maintain an approved vendor database and periodically review vendor performance.
• Ensure proper documentation and compliance of outsourced service providers.

G. Procurement & Asset Management

• Manage procurement of office supplies, stationery, furniture, equipment and other administrative requirements.
• Ensure cost-effective purchasing through quotations and negotiations.
• Maintain records of company assets, inventory and administrative consumables.
• Conduct periodic physical verification of assets and maintain asset registers.
• Ensure proper allocation, utilisation and maintenance of company assets.

H. Budgeting & Cost Control

• Prepare and monitor the annual administration budget.
• Track monthly administrative expenses against approved budgets.
• Identify opportunities for cost optimisation without compromising service quality.
• Monitor recurring expenses, service contracts and utility consumption.
• Prepare periodic MIS reports on administrative expenditure and operational performance.

I. Statutory & Regulatory Compliance

• Ensure timely renewal of applicable licences, permits, registrations and statutory documents related to administration and facilities.
• Maintain records of building-related approvals, fire safety documentation, vehicle compliance and other applicable requirements.
• Coordinate with government authorities, local bodies and external agencies whenever required.
• Ensure compliance with applicable establishment, facility and safety requirements in coordination with the concerned departments.

J. Employee Support & Coordination

• Address employee concerns relating to administration and workplace facilities.
• Coordinate with HR, Finance, Production, Purchase and other departments for administrative requirements.
• Ensure timely availability of workplace infrastructure and employee support services.
• Support management in implementing administrative improvements and organisational initiatives.