Assistant Administration Manager

BDO Rise; Jaipur; On-site; INR 1,200,000 - 2,000,000; Full time

Job summary

BDO Rise in Jaipur, India, seeks a Senior Associate to manage administration, facilities, and related services. The role includes overseeing daily operations, budgeting, AMC management, and vendor liaison to ensure a safe, efficient office environment.

You will supervise administrative staff, track assets and expenses, and coordinate with IT for facility requirements. Strong communication and budgeting skills are essential for success.

Qualifications

• Bachelor's degree in Business Administration or Facility Management.
• 5+ years' experience in administration and facilities management.
• Strong budgeting, AMC management, and vendor coordination knowledge.
• Basic understanding of building systems (electrical, HVAC, fire safety).

Responsibilities

• Oversee office administration and facilities operations.
• Manage budgets, AMC contracts, and cost control.
• Coordinate with vendors and service providers for facility needs.
• Ensure regulatory compliance and maintain documentation.
• Provide basic technical support and liaise with IT for facility requirements.
• Lead admin staff and track assets and expenses.

Skills

Budgeting

Vendor coordination

Communication

Organizational skills

MS Office

Education

Bachelor's degree in Business Administration / Facility Management

Tools

MS Office

Facility management software

Job description

Job Description:

Role Overview

The Senior Associate Administration & Facilities will support the efficient management of office administration, facilities, and related services. The role includes overseeing day-to-day operations, managing budgets, handling Annual Maintenance Contracts (AMC), and providing technical support for facility-related systems.

Key Responsibilities

• Facilities Management
  • Oversee the maintenance and upkeep of office premises, ensuring a safe, clean, and efficient working environment.
  • Coordinate with vendors and service providers for facility management services (housekeeping, security, pantry, etc.).
  • Monitor and ensure compliance with health, safety, and environmental regulations.
• Administration
  • Manage office administrative functions including travel, stationery, courier, and front office operations.
  • Supervise administrative staff and allocate tasks to ensure smooth workflow.
  • Maintain records of assets, inventory, and administrative expenses.
• Budgeting & Cost Control
  • Prepare and manage the annual budget for administration and facilities.
  • Track expenditures and identify cost‑saving opportunities.
  • Provide periodic reports on budget utilization and variances.
• Annual Maintenance Contracts (AMC)
  • Negotiate, finalize, and manage AMCs for office equipment, HVAC, electrical systems, and other critical infrastructure.
  • Monitor AMC performance and ensure timely renewal and compliance.
  • Liaise with vendors for preventive and corrective maintenance.
• Technical Support (Facilities)
  • Oversee basic technical aspects of facility management, including electrical, plumbing, HVAC, and fire safety systems.
  • Coordinate with IT and technical teams for facility‑related requirements (access control, CCTV, etc.).
  • Troubleshoot minor technical issues and elevate major concerns to relevant teams.
• Vendor Management
  • Identify, evaluate, and onboard vendors for facility and administrative services.
  • Ensure quality and timely delivery of services as per contract terms.
  • Maintain vendor database and performance records.
• Compliance & Documentation
  • Ensure all statutory and regulatory compliances related to facilities and administration.
  • Maintain documentation for contracts, licenses, and permits.

Qualifications & Skills: Bachelor’s degree in Business Administration, Facility Management, or related field.

• 5+ years of experience in administration and facilities management, preferably in a corporate environment.
• Strong knowledge of budgeting, AMC management, and vendor coordination.
• Basic technical understanding of building systems (electrical, HVAC, fire safety).
• Excellent communication, negotiation, and organizational skills.
• Proficiency in MS Office and facility management software.