Administration Manager

Quantum Asset Management Inc.; Mumbai; On-site; INR 1,500,000 - 2,100,000; Full time

Job summary

Quantum Asset Management Inc. seeks an experienced Administration Manager to oversee day-to-day administrative operations across travel, facilities, safety, compliance, vendor management, and office projects in Mumbai.

The role requires strong organizational skills, attention to detail, and the ability to coordinate with multiple stakeholders, ensuring smooth workplace services and adherence to regulatory standards across all locations.

Qualifications

• 8-10 years of experience in administration and facilities management.
• Experience managing PAN India office operations across multiple locations.
• Ability to independently lead the administration function and drive operational excellence.

Responsibilities

• Travel management including flight bookings, accommodation, and visas.
• Manage end-to-end facility operations and space planning.
• Oversee safety, compliance, and emergency preparedness.
• Vendor management, procurement, and contract administration.
• MIS, budgeting, and cost control.
• Stakeholder liaison with landlords, government authorities, and vendors.

Skills

Administration

Facilities management

Job description

Job Details

• Job Title: Administration Manager
• Location: Mumbai
• Department: Administration
• Reporting To: AVP Administration
• Experience: 8-10 Years

Job Summary

The Administration Manager will be responsible for managing day to day administrative operations across travel, facilities, safety, compliance, vendor management, and office projects. The role requires strong organizational skills, attention to detail, and the ability to coordinate with multiple stakeholders to ensure smooth functioning of workplace services.

Who Were Looking For:

• The ideal candidate will be a seasoned administration and facilities management professional with 810 years of experience managing PAN India office operations across corporate offices, branches, and coworking spaces. They should be capable of independently leading the administration function, driving operational excellence, and ensuring seamless facility management across multiple locations.

Key Responsibilities:

• 1. Travel, Logistics Hospitality :
  • Travel Management: Flight Booking (Domestic and International Tickets), Accommodation, Local Transportation, Visa, Travel Insurance, Policy Compliance
  • Event Management: Indoor Events, In-House Events, External Events (Mumbai PAN India)
• 2. Facilities Infrastructure: Manage End-to-End Facility Operations:
  • Infrastructure Maintenance Upkeep
  • Space Planning Allocation
  • Housekeeping Hygiene
  • Utilities Resource Management
  • Facility Services Coordination
  • Emergency Preparedness Safety
  • Workplace Standards Compliance
• 3. Electro-Magnetic Systems:
  • Power Supply Distribution
  • UPS Backup Systems
  • Lighting Energy Efficiency
  • Safety Compliance
  • Monitoring Preventive Maintenance
  • Emergency Readiness
• 4. Safety, Security Workplace Standards:
  • Workplace Safety Compliance
  • Security Management
  • Health Hygiene Standards
  • Workplace Environment Standards
  • Emergency Preparedness Crisis Response
  • Policy Implementation Awareness
• 5. Compliance Statutory Documentation:
  • Regulatory Compliance Management
  • Licenses Registrations
  • Audit Support Documentation
  • Contract Agreement Management
  • Third-Party Staff Related Compliance
  • Record Keeping Filing
• 6. Vendor Management Procurement:
  • Vendor Identification Categorization
  • Procurement Sourcing
  • Vendor Evaluation Continuous Improvement
  • Onboarding Documentation
  • Performance Monitoring
  • Compliance Audit Readiness
• 7. MIS, Cost Efficiency, Budgeting Vendor Payments:
  • MIS (Management Information System)
  • Budgeting Forecasting
  • Cost Efficiency OptimizationVendor Payments Finance Coordination
  • Expense Tracking Control
  • Management Reporting Insights
• 8. Stakeholder Management:
  • Internal Stakeholders: Coordinate with HODs, Employees, and Leadership
  • External Stakeholders: Liaise with Landlords, Coworking Spaces, and Property Managers for Office Premises; Government Authorities for Compliance (Fire Safety, Municipal Permissions, Statutory Notices); Engage with Event Venues, Hospitality Providers, and Local Service Agencies During Organizational Events
  • Communication Reporting
• 9. SOP Development Workflow Design:
  • Offline Process Development
  • Maker-Checker, Key Responsibility Backup (Governance Layer):
    1. i. Apply MakerChecker control
    2. ii. Define Key Responsibilities
    3. iii. Establish Backup Roles
  • Transition to Online Process
  • Implementation Monitoring
• 10. Vendor Management Procurement:
  • Vendor Identification Categorization: One‑Time Vendors, Daily/Recurring Vendors, Specialized Service Vendors, Repair Maintenance Contractors
  • Vendor Evaluation Continual Improvement
• 11. Asset Lifecycle Management:
  • Asset Register Documentation
  • Allocation Utilization
  • Maintenance Upkeep
  • Compliance Safety
  • Tracking Audit
  • Disposal Replacement
• 12. Projects, New Office, Expansion Renovation:
  • Site Identification Evaluation
  • Design Layout Planning
  • Budgeting Approvals
  • Vendor Contractor Coordination
  • Project Execution Monitoring
  • Office Closure Transition
  • Office Closure Transition

Competencies:

• Leadership Presence People Management Inspiring confidence, mentoring team, and fostering accountability, adaptability, and resilience.
• Operational Excellence Skill in managing facilities, travel, logistics, and resources with precision and preventive discipline.
• Strategic Governance Compliance Ability to enforce SOPs, statutory adherence, and audit readiness with strong risk management.
• Safety Risk Leadership Championing workplace safety, emergency preparedness, and compliance audits to protect people

Disclaimer: This job posting has been aggregated from external source. Role details, content, and availability are subject to change. Applicants are advised to confirm the latest information directly on the company website before applying.