Administration Manager

WAE India; Sector 10; On-site; INR 1,000,000 - 1,800,000; Full time

Job summary

WAE India in Delhi NCR is seeking an experienced Admin Manager to oversee administrative operations across the corporate office and plant locations. You will manage facilities, infrastructure, vendors, security, housekeeping, transport, and employee amenities while coordinating with HR, Finance, Procurement, and Plant Operations for compliant operations.

The role requires leadership in policy implementation, cost control, MIS reporting, and ensuring safe, efficient workplace practices across

Qualifications

• 7-12 years of relevant administration experience in manufacturing, industrial, or corporate settings.
• Graduate in any discipline; MBA or relevant qualification in Administration/Facility Management is an added advantage.
• Strong knowledge of facility management, vendor management, housekeeping, security, maintenance, and budgeting.
• Experience managing corporate office and plant administration across multiple locations.

Responsibilities

• Manage day-to-day administrative operations at corporate and plant locations.
• Ensure smooth functioning of office facilities, plant infrastructure, and employee amenities.
• Develop and implement administrative policies, procedures, and standard operating practices.
• Conduct regular facility inspections and ensure timely resolution of administrative issues.
• Coordinate with HR, Finance, Purchase, IT, EHS, and Plant Operations to ensure cross-functional support.
• Prepare MIS reports and support budgeting for administrative functions.

Skills

Communication

Negotiation

Coordination

Team management

Education

Graduate in any discipline

MBA or relevant qualification in Administration, Facility Management, or Operations

Tools

MS Excel

MIS reporting

Job description

We are looking for an experienced and proactive Admin Manager to oversee administrative operations across our corporate office and plant location in Delhi NCR. The candidate will be responsible for facility management, infrastructure maintenance, vendor management, security, housekeeping, transport, employee facilities, statutory compliance coordination, and administrative budgeting. The role requires effective coordination with HR, Finance, Procurement, Plant Operations, and other departments to ensure smooth, cost-effective, and compliant administrative operations.

Role & responsibilities

1. Corporate & Plant Administration

• Manage day-to-day administrative operations at corporate and plant locations.
• Ensure smooth functioning of office facilities, plant infrastructure, and employee amenities.
• Develop and implement administrative policies, procedures, and standard operating practices.
• Conduct regular facility inspections and ensure timely resolution of administrative issues.

2. Facility & Infrastructure Management

• Oversee maintenance of office premises, plant buildings, electrical systems, plumbing, air conditioning, and other infrastructure.
• Manage preventive maintenance schedules and coordinate repairs with relevant vendors and internal teams.
• Ensure proper upkeep of meeting rooms, workstations, common areas, washrooms, pantry, and plant facilities.
• Coordinate Annual Maintenance Contracts (AMCs) for equipment, utilities, and facility-related services.

3. Housekeeping & Pantry Management

• Supervise housekeeping, pantry, and facility-support staff across locations.
• Ensure cleanliness, hygiene, sanitation, and workplace discipline.
• Monitor pantry supplies, drinking water, refreshments, and other employee facilities.
• Establish service standards and conduct periodic inspections to maintain quality.

4. Security & Safety Coordination

• Manage security personnel, visitor management, access control, and entry/exit procedures.
• Coordinate deployment and monitoring of security guards at corporate and plant locations.
• Ensure proper maintenance of visitor registers, security logs, and incident reports.
• Coordinate with the EHS and plant teams on fire safety, emergency preparedness, and workplace safety requirements.

5. Vendor & Contract Management

• Identify, evaluate, negotiate, and manage vendors for housekeeping, security, transport, maintenance, and other administrative services.
• Manage vendor agreements, service-level expectations, quotations, and renewals.
• Monitor vendor performance, service quality, and adherence to agreed timelines.
• Coordinate vendor bills, service confirmations, and invoice processing with the Finance team.

6. Transport & Travel Management

• Manage employee transportation, vehicle allocation, and official travel arrangements, wherever applicable.
• Coordinate vehicle maintenance, fuel expenses, driver deployment, and transport vendor services.
• Ensure proper maintenance of vehicle documents, insurance, permits, and related records.
• Optimize transport utilization and control associated costs.

7. Administrative Budgeting & Cost Control

• Prepare and monitor the administrative budget for corporate and plant locations.
• Track expenses related to maintenance, housekeeping, security, utilities, transport, and office supplies.
• Identify opportunities for cost optimization without compromising service quality.
• Maintain expense records, prepare MIS reports, and share periodic updates with management.

8. Procurement & Inventory Management

• Manage procurement of stationery, office supplies, pantry materials, furniture, and other administrative requirements.
• Maintain inventory records, stock registers, and minimum stock levels.
• Coordinate with the Purchase and Finance teams for purchase requisitions, approvals, and invoice processing.
• Ensure timely availability and proper utilization of administrative assets and consumables.

9. Employee Facilities & General Services

• Ensure availability of essential employee facilities at corporate and plant locations.
• Coordinate seating arrangements, office shifting, workstation allocation, and facility requirements for new joiners.
• Support HR in employee engagement activities, celebrations, meetings, and other organizational events.
• Address employee concerns related to administrative services and ensure timely resolution.

10. Statutory Documentation & Compliance Coordination

• Maintain administrative records, vendor documents, service agreements, licenses, and facility-related documentation.
• Coordinate renewals of applicable registrations, permits, and licenses with the relevant internal teams and external agencies.
• Support compliance with applicable fire safety, building, environmental, and other location-specific requirements.
• Coordinate inspections, audits, and documentation requirements with relevant stakeholders.

11. Asset & Records Management

• Maintain an updated register of office furniture, equipment, vehicles, and other administrative assets.
• Monitor asset allocation, movement, repair, and disposal records.
• Ensure proper documentation and accountability for company-owned assets.
• Maintain organized administrative files and records for audits and management reviews.

12. Team Management & Reporting

• Lead and supervise administrative staff, security personnel, housekeeping teams, drivers, and other support staff.
• Define responsibilities, monitor performance, and ensure adherence to service standards.
• Prepare periodic MIS reports covering expenses, maintenance, vendor performance, inventory, and facility operations.
• Coordinate with HR, Finance, Purchase, IT, EHS, and Plant Operations to ensure effective cross-functional support.

Preferred candidate profile

• Graduate in any discipline; MBA or a relevant qualification in Administration, Facility Management, or Operations will be an added advantage.
• 7-12 years of relevant experience in administration, preferably in a manufacturing, industrial, or corporate environment.
• Experience managing both corporate office and plant administration is strongly preferred.
• Strong knowledge of facility management, vendor management, housekeeping, security, maintenance, and administrative budgeting.
• Experience in handling multiple locations, administrative teams, and service providers.
• Proficiency in MS Excel, MIS reporting, documentation, and administrative systems.
• Good communication, negotiation, coordination, and team-management skills.