Administration Manager

Maestro Headhunters; Mumbai Suburban; On-site; INR 1,200,000 - 2,100,000; Full time

Job summary

A German MNC based in Mumbai seeks an Administration Manager to lead workplace administration across two sites, ensuring safety, compliance, and efficiency.

You will oversee travel, facility services, vendor management, and events, reporting to Head HR and managing an Admin Exec and Site Assistant.

Bachelor's in relevant field with 8–12 years experience required; this role focuses on cost-conscious operations and employee support.

Qualifications

• 8–12 years of experience in Administration, Facilities Management, Workplace Services, or Corporate Services.
• Minimum 3–5 years leading administration and facility operations in a corporate environment.
• Experience managing multiple vendors, travel operations, compliance activities, and employee engagement events.

Responsibilities

• Oversee travel operations, vendor management, and travel policy compliance.
• Oversee day-to-day facility operations across office locations.
• Coordinate office moves, space planning, and workplace services.
• Ensure compliance with statutory and workplace requirements; maintain licenses and permits.
• Plan and coordinate employee engagement activities and corporate events.

Skills

Vendor Management

Travel Operations

Facilities Management

Education

Bachelor's degree in business administration, Commerce, Management, Hotel Management, or equivalent

Job description

Our client, A GERMAN MNC, is a leading global provider of highly developed specialty chemicals. On markets in over 100 countries, our innovative solutions leave their mark in terms of sustainability, technological advancement and customer care.

For their Indian H.O. based at Mumbai , they are looking for a :

Title: Administration Manager

Location: Mumbai

Reports To: Head HR / Sr. Manager HR

Direct Reports: 2

Department: Human Resources & Administration

Position Purpose

The Administration Manager is responsible for the overall management and delivery of workplace administration services across the organization, ensuring a safe, compliant, efficient, and employee-friendly work environment.

The role manages travel operations, facility services, vendor management, workplace compliance, event management, employee support services, and administrative governance while maintaining cost efficiency and operational excellence.

The Administration Manager will be responsible for 2 sites , one fully owned site in Mumbai and one rented site in Bangalore. S/he will work with an Admin Executive and a Site Assistant to manage both sites.

Key Responsibilities

Travel & Employee Mobility Service Management

Manage domestic and international business travel arrangements, including flights, accommodation, visas, transportation, and travel insurance. Administer corporate travel policies and ensure compliance. Manage travel vendors, negotiate rates, and monitor travel spending. Coordinate executive and visitor travel requirements.

Facility Management

Manage day-to-day facility operations across office locations. Oversee housekeeping, security, reception, pantry, transportation, and workplace services ensuring cleanliness, hygiene, and security standards. Ensure adherence to service-level agreements and quality standards. Ensure office infrastructure, utilities, and common facilities are maintained effectively. Coordinate office moves, renovations, workspace planning, and facility upgrades.

Workplace Services Management

Manage office seating and space planning. Coordinate office moves, reconfigurations, and workstation allocations. Maintain administration inventories including: Stationery.

Site Compliance & Safety Management

Ensure compliance with all applicable statutory, regulatory, and workplace requirements. Maintain licenses, permits, and compliance documentation. Coordinate audits, inspections, and corrective actions.

Vendor Services Administration & Management

Identify, onboard, manage, and evaluate service providers. Administer AMC, contracts, renewals, service levels, and vendor performance reviews.

Event Management

Plan and coordinate employee engagement activities, business review meetings, town halls, symposia, and corporate events. Manage event logistics, venues, travel, hospitality, vendors, and budgets. Ensure successful execution of internal and external events.

Required and Preferred Education (including Preferred Fields of Study)

Bachelor's degree in business administration, Commerce, Management, Hotel Management, or equivalent.

Professional certification in Facility Management or Administration will be an added advantage.

Required and Preferred Experience and Industry-Specific Experience

8-12 years of experience in Administration, Facilities Management, Workplace Services, or Corporate Services. Minimum 3-5 years of experience leading administration and facility operations in a corporate environment. Experience managing multiple vendors, travel operations, compliance activities, and employee engagement events.