Assistant Manager- Admin

Solomon Capital; Gurugram District; On-site; INR 420,000 - 660,000; Full time

Job summary

Solomon Capital in Gurugram, India, is seeking an experienced Office administrator to oversee daily facilities operations and vendor relationships. You will supervise administrative staff, manage budgets, procure IT assets, and coordinate events and visitor protocols.

The role requires hands-on leadership, strong MS Office/GSuite skills, familiarity with SAP/Oracle, and the ability to streamline processes while ensuring a safe, compliant workplace.

Qualifications

• Experience in office administration and facilities operations.
• Strong leadership, team supervision and onboarding capabilities.
• Proficient in budgeting, procurement and vendor management.

Responsibilities

• Oversee facility management, housekeeping, maintenance, HVAC and utility management.
• Supervise procurement of office supplies, IT assets, and pantry goods; conduct audits and maintain records.
• Coordinate seating, front-desk operations and visitor protocols.
• Sourcing & negotiation with vendors; track AMCs for office equipment and systems.
• Review vendor invoices, reconcile logs and process payments with Finance.
• Direct administrative staff, reception, security and support teams; manage onboarding logistics.
• Plan company events, town halls, offsite meetings and client visits.
• Track monthly administrative budgets, identify cost-saving opportunities, approve petty cash.
• Manage travel arrangements (flights, hotels, visas) and related logistics; ensure compliance and safety.

Skills

Office administration

Facilities management

Leadership & supervision

Budgeting & optimization

Procurement

Tools

MS Office

GSuite

ERP systems (SAP/Oracle)

CRM/ticketing software

Calendar tools

Job description

1. Core Qualifications & Key Skills

• Administration & Facilities: Office management, inventory control, vendor/AMC management, housekeeping, transport, security, and event planning.
• Leadership & Supervision: Delegating tasks, team scheduling, performance monitoring, and staff training.
• Financial & Operations: Expense tracking, budget optimization, procurement processing, and invoice verification.
• Technical Proficiency: MS Office/G Suite (Excel, Word, Google Sheets), ERP systems (SAP/Oracle), CRM/ticketing software, and calendar tools.

2. Key Responsibilities & Daily Duties

Office & Facilities Operations

• Facility Management: Oversee housekeeping, maintenance, office infrastructure, HVAC, and utility management to ensure a safe, clean workplace.
• Procurement & Inventory: Supervise the purchase of office supplies, stationary, IT assets, and pantry goods; conduct periodic physical audits and maintain register records.
• Space & Visitor Management: Coordinate seating arrangements, desk allocations, front-desk operations, and visitor protocols.

Vendor & Contract Management

• Sourcing & Negotiation: Evaluate vendor quotes, negotiate terms, and maintain healthy long-term supplier relationships.
• AMC Tracking: Track Annual Maintenance Contracts (AMCs) for office equipment, printers, security systems, and air conditioning units.
• Billing & Payments: Review vendor invoices, reconcile service logs, and process payment requests with the finance team.

Team Supervision & Human Resources Support

• Team Leadership: Direct and supervise administrative staff, receptionists, security guards, and support/pantry staff.
• Onboarding & Logistics: Assist HR with logistics for new hire onboarding, workstation setups, ID badges, and access controls.
• Event Planning: Coordinate company events, town halls, offsite meetings, workshops, and client visits.

Budgeting, Travel & Executive Support

• Expense Management: Track monthly administrative budgets, look for cost-saving opportunities, and approve petty cash expenditures.
• Travel & Accommodation: Oversee corporate travel arrangementsincluding flights, hotels, visa processing, and cab booking logistics.
• Compliance & Safety: Enforce office security protocols, health & safety standards, fire drills, and statutory administrative compliance