Assistant Manager Administration

FABINDIA LIMITED; Faridabad District; On-site; INR 700,000 - 1,000,000; Full time

Job summary

FABINDIA LIMITED is seeking an experienced Admin professional to oversee the organization's administrative operations in Faridabad. You will manage office supplies, equipment, and vendor contracts while ensuring adherence to budgets.

The role requires 6+ years in office administration, a Graduate degree, and strong MS Word/Excel skills. You will lead a small team, coordinate maintenance, and optimize facilities across departments for improved efficiency.

Qualifications

• More than 6 years of experience in managing office administration with team handling.
• Graduate degree or diploma is required.
• Knowledge of maintenance contracts, SLAs, and office facilities.
• Proficient in MS Word and Excel with commercial awareness.

Responsibilities

• Negotiate rates and sign contracts with service agencies.
• Procure office supplies and stationaries; manage vendors.
• Oversee company vehicle and monitor driver performance.
• Ensure AMC contracts are signed/renewed on schedule.
• Maintain office equipment maintenance and repairs.
• Allocate office space and manage administrative processes.
• Prepare monthly expense reports and bill trackers.
• Coordinate meeting logistics, food, and related needs.
• Liaise with local authorities and drive cross-functional collaboration.

Skills

Office administration

Vendor management

Team management

MS Word & Excel

Commercial acumen

Preventive maintenance

Facilities management

Contract management

Education

Graduate

Job description

FUNCTIONAL AREA: Administration

REPORTS TO: Group CFO(TBD)

POSITION’S OBJECTIVE: (brief on position’s objective)

To oversee the organization's administrative operations and to manage office supplies and equipment's within the budgetprovided

KEY RESPONSIBILITIES:

• To identify, negotiate best rates and complete allformalities related to signing of contract with Service Agencies
• To identify, negotiate best rates and place ordersto vendors for Office Supplies & Stationary
• To manage & maintain the company vehicle &monitor the driver
• To ensure Annual Maintenance Contracts are signedand renewed as per schedule
• To ensure repair & preventive maintenance iscarried out for the office equipment's as and when required
• To ensure proper allocation of office space to eachdepartment
• To develop & track the processes for all administrativefunctions
• To prepare and maintain monthly expenses report
• To prepare and maintain trackers for monthly bills
• To create and maintain any other ad hoc reports as required by the management
• To ensure Office opening and closing is carriedout seamlessly
• To audit and check the office premises atopening as per existing checklist
• To book meeting/board room as per authorized bookings and make necessary arrangements related to food & logistics & any other specialized requirements
• To track and follow up with all vendors for timely delivery of orders/bills and other special requirements
• To liaison with MCD and other local authorities as and when required
• To provide support, motivation and encouragement to colleagues and team members
• To work collectively and in collaborating manner across departments for enhanced productivity

JOB SPECIFICATION: (QUALIFICATIONS/KNOWLEDGE/EXPERIENCE)

• Years of Functional Experience: More than 6 years’ experience in managing the office administration in medium to largeorganization. Should have handled a team
• Degree/Diploma: Graduate
• Role: Team Management (TBD)
• Knowledge & Skills: Preventive Maintenance
• Office/Facility administration
• Maintenance contracts & Liabilities & SLA's
• MS Word & Excel
• Commercial acumen

ANNEXURE A:

COMPETENCIES REQUIRED:

• Process oriented with focus on improving quality/efficiency by consistently setting high performance standards through holding self/team accountable
• Understands immediate & long-term goals of internal & external customer/stakeholder and works proactively to address potential problems
• Partnering with customers/stakeholders to devise cost effective solutions for meeting their expectations and going extra mile to drive customer delight
• Prompt recognition & timely resolution of crises/issues and seizing opportunities
• Demonstrates clear understanding of products and drivers of financial health/stability
• Creates systems/processes for efficient workflows and keeps open communication enabling high performance standards
• Supports team by aligning them while understanding their abilities and work styles