Administrative Operations Manager

Goodfit; Dadri; On-site; INR 600,000 - 900,000; Full time

Job summary

Solutionara, a U.S.-based IT services company with a delivery center in Noida, is seeking an Administrative Operations Manager to own daily office functions, asset control and vendor coordination at the Noida Global Delivery Center.

You will oversee attendance, invoices, procurement and facilities, establishing clear controls and proactive issue resolution to keep operations smooth and cost-efficient.

Qualifications

• Bachelor’s degree in Business Administration, Commerce, Management or related field.
• 5-8 years of relevant experience in office administration, corporate operations or facilities management.
• Hands-on exposure to vendor management, procurement, invoice reconciliation, expense tracking and facility services.
• Experience managing IT and non-IT asset inventories and onboarding/offboarding administration.
• Strong Excel/Office skills and stakeholder coordination.

Responsibilities

• Office Administration & Daily Operations: manage daily office administration, facilities, meetings, pantry, supplies and records; coordinate building management and events; track requests to closure.
• Asset & Inventory Management: maintain central register of IT/non-IT assets with IDs, serials, location, custodian, condition and lifecycle; coordinate tagging, transfers, repairs and disposals.
• Employee Attendance Administration: monitor greytHR attendance, validate work-from-home and shifts, reconcile attendance monthly.
• Vendor & Contract Management: source and negotiate with vendors, manage contracts and service levels; track renewals.
• Invoice Management & Expense Control: verify invoices against contracts/POs, flag discrepancies, prepare expense summaries.
• Facilities, Housekeeping & Workplace Services: oversee housekeeping, security, maintenance, HVAC/plumbing, safety and site compliance.
• Procurement & Inventory Control: manage procurement, obtain quotes, track POs, deliveries and goods receipts.
• Employee Onboarding/Offboarding & Support: ensure workstations and access ready, coordinate onboarding/offboarding with HR/IT.
• Reporting, Controls & Continuous Improvement: maintain trackers, produce weekly/monthly reports, create SOPs, pursue automation.

Skills

Vendor management

Procurement

Invoice reconciliation

Asset inventory

Excel

Office administration

Attention to detail

HRMS greytHR

Education

Bachelor’s degree in Business Administration, Commerce, Management

Tools

greytHR

OneOS

MS Office/Excel

Job description

About Solutionara

Solutionara is a U.S.-based IT Consulting and Technology Services company with its Global Delivery Center in Noida, India. We help enterprises modernize and scale through Cloud, Enterprise Integration, Data & Analytics, AI/ML, Digital Experience and Enterprise Applications, across retail and e-commerce, consumer goods, manufacturing, distribution, supply chain, financial services and other technology-intensive industries. Our approach is AI-led, outcome-driven and focused on measurable business value.

Role Overview

We are seeking a hands-on Administrative Operations Manager to own the reliable, efficient and cost-effective day-to-day functioning of our Noida Global Delivery Center. The role covers office administration, company assets, employee attendance administration, vendors, procurement, invoice coordination, housekeeping, facilities and workplace support. The successful candidate will establish clear controls and dependable routines, resolve issues proactively, and ensure routine office matters are managed without unnecessary leadership intervention.

Key Responsibilities

1. Office Administration & Daily Operations: own daily office administration and a clean, safe, organized workplace; oversee utilities, meeting rooms, seating, pantry, stationery, supplies and amenities; maintain administrative agreements, records, checklists and service requests; coordinate building management, visitors, leadership meetings and office events; track workplace requests to closure and elevate only issues needing management decisions.

2. 2. Company Asset & Inventory Management: maintain a centralized register of all IT and non-IT assets (laptops, desktops, monitors, peripherals, networking equipment, furniture, appliances, access cards) with asset ID, serial number, purchase cost/date, location, custodian, condition, warranty and life-cycle status; control tagging, allocation, acknowledgment, transfers, repairs, returns and approved disposals; coordinate issuance and recovery with IT and HR; conduct quarterly physical inventory checks and reconcile missing or damaged assets; coordinate warranty claims and reconciliation with Finance.

3. 3. Employee Attendance Administration: monitor daily attendance in greytHR; review missing punches, late arrivals, early departures, absences, shifts and exceptions; coordinate regularization with employees, managers and HR; validate approved work-from-home and shift-change exceptions; complete monthly attendance reconciliation before payroll cutoff; report recurring irregularities while protecting employee confidentiality.

4. 4. Vendor & Contract Management: manage housekeeping, security, pantry, maintenance and office-supply vendors; source vendors, obtain quotations, compare proposals and negotiate within delegated authority; maintain contracts, renewal calendars and service commitments; monitor service levels and resolve performance issues.

5. 5. Invoice Management & Expense Control: verify vendor invoices against contracts, purchase orders, agreed rates and services delivered; identify duplicate charges and discrepancies before routing for approval; maintain invoice and payment registers; coordinate approvals and payment follow-up with Finance without independently authorizing or executing payments; prepare monthly expense summaries and cost-saving recommendations.

6. 6. Facilities, Housekeeping & Workplace Services: oversee housekeeping, pantry, security and facility staff with daily readiness checks; maintain hygiene standards; coordinate planned and urgent maintenance for HVAC, electrical, plumbing, lighting and infrastructure; track preventive maintenance, safety issues and service requests to closure; coordinate with building management on utilities, access and site compliance.

7. 7. Procurement & Inventory Control: coordinate procurement of supplies, furniture, equipment and services under approved procedures; obtain comparative quotations, confirm approvals, track purchase orders, deliveries and goods receipts; prevent stockouts, waste and unnecessary purchases; partner with IT on equipment specifications and acceptance.

8. 8. Employee Onboarding, Offboarding & Support: ensure workstations, access cards and equipment are ready before joiners arrive; coordinate asset handovers, returns and administrative clearances with HR and IT; maintain onboarding and exit checklists; coordinate approved travel, accommodation and logistics.

9. 9. Reporting, Controls & Continuous Improvement: maintain trackers for attendance exceptions, assets, invoices, vendors, maintenance, procurement and requests; provide weekly and monthly reports on open items, owners, due dates and risks; use OneOS and approved systems; create SOPs and practical service-level targets; simplify and automate recurring tasks; identify risks proactively and recommend solutions.

Qualifications & Experience

Bachelor’s degree in Business Administration, Commerce, Management or a related field. 5-8 years of relevant experience in office administration, corporate operations or facilities management; IT services, consulting or technology experience preferred. Hands-on exposure to vendor management, procurement, invoice reconciliation, expense tracking and facility services. Experience managing IT and non-IT asset inventories and supporting onboarding/exit administration. Working knowledge of HRMS attendance workflows (preferably greytHR) and strong Microsoft Excel/Office skills. Strong documentation, negotiation, organization, problem-solving and stakeholder coordination skills.

Core Competencies

Ownership and accountability | Operational discipline | Asset and inventory control | Vendor negotiation | Attention to detail | Cost consciousness | Confidentiality | Service orientation | Proactive follow-through

Key Performance Indicators

Office readiness: daily checks, issues resolved within agreed SLAs. Asset accountability: 100% of issued/returned assets documented; quarterly physical reconciliation. Attendance: exceptions reviewed daily; monthly reconciliation before payroll cutoff. Vendors: service levels, open issues and renewals tracked proactively. Invoices: 100% validated against supporting records before approval. Facilities: daily inspections; maintenance closed within SLAs. Employee service: at least 90% of routine requests resolved within SLAs. Reporting: accurate weekly and monthly status, exceptions and spending summaries on time.