Assistant Manager – Administration

Medhavi Skills University; Kolkata District; On-site; INR 600,000 - 1,200,000; Full time

Benefits offered by this job

Performance-linked incentives

Leadership role

Impact on employability at scale

Job summary

Medhavi Skills University invites an organized and proactive Assistant Manager – Administration to oversee day-to-day office operations, facilities, and vendor management. You will coordinate with service providers, support employee onboarding, and ensure compliance with policies while maintaining documentation and budgets.

Ideal candidates have 4–7 years in administration or facilities, strong MS Office skills, and excellent communication.

Qualifications

• Graduate degree in any discipline required.
• MBA/PG Diploma in HR, Administration or Facilities is an advantage.
• 4–7 years of experience in administration/ facilities management.

Responsibilities

• Manage day-to-day office administration and facilities operations.
• Coordinate with vendors and service providers; monitor contracts and invoices.
• Support employee onboarding and engagement activities.
• Prepare administrative records, MIS, and reports.
• Assist in budgeting and cost control for administration.

Skills

Organization & multitasking

Vendor negotiation

Communication

MS Office proficiency

Problem solving

Education

Graduate degree

MBA/PG Diploma in HR/Administration/Facilities

Tools

MS Office

ERP/Asset tools

Job description

Medhavi Skills University (MSU) is a government-notified private State Skills University established under a State Act in Sikkim in 2021, dedicated to advancing quality skill-integrated higher education and entrepreneurship. Recognised by the UGC and aligned with the National Education Policy (NEP) 2020, MSU is a pioneer in converging the skilling ecosystem with formal higher education through its “Industry as Campus” model. The University collaborates extensively with industries and Skill Development Institutes to deliver work-integrated degree programs embedding structured on-the-job training within the curriculum. MSU is a recognised Awarding Body under NCVET, empanelled with DGT, and serves as an anchor university partner with NSDC and the PMU of NSDC International-collectively reinforcing its demand-driven, industry-co-led academic framework. Ranked 4th among India’s Top Skill Universities in the Outlook ICARE Rankings 2025 and supported by over 11 defence partnerships along with multiple national recognitions, MSU stands among India’s leading skill-integrated higher education institutions.

Established in 2013, Medhavi Group is a unified ecosystem comprising MSU and various skill-promoting organisations, dedicated to advancing skill development, vocational training, and industry-integrated higher education. With a strong outcome-driven approach, the Group has trained over 6 lakh learners, achieving more than 70% employability outcomes, and currently supports 20,000+ active students across its diverse programs. Medhavi Group continues to bridge the gap between education and employment by building scalable, industry-aligned talent pathways across India. Work Integrated Skill based Higher Education (WISE) is Medhavi’s flagship industry-integrated initiative built on the principle of “Industry as Campus.” It combines academic learning with structured on-the-job training, ensuring students graduate with real work experience and industry-ready skills. Through deep, outcome-driven partnerships with over 300+ leading industry and skill partners across 26+ sectors including Hyundai, Mahindra, IHG Group, Nephroplus, Barbeque Nation, Nexus Select Malls, ClassPlus, Tata Electronics, Marriott, ITC, and others- WISE enables learners to acquire role- specific competencies directly within live business environments. WISE creates a demand-driven talent pipeline for industries that enhances employability, improves workforce productivity, and bridges the industry skill gap.

We are looking for an organized, proactive, and detail-oriented Assistant Manager – Administration to manage day-to-day administrative and facility operations. The role will be responsible for ensuring smooth office functioning, coordinating with vendors and service providers, managing facilities, and supporting employees and management with administrative requirements.

Key Responsibilities

1. Office & Facility Management

• Manage day-to-day office administration and ensure smooth functioning of the workplace.
• Monitor housekeeping, security, pantry, maintenance, and other facility services.
• Ensure proper upkeep, cleanliness, safety, and hygiene of office premises.
• Coordinate office seating, workstations, meeting rooms, and other facilities.
• Handle office repairs, maintenance, and service requirements.
• Coordinate with vendors and service providers for office-related requirements.
• Obtain quotations, negotiate rates, and support vendor selection.
• Monitor vendor performance and ensure timely delivery of services.
• Maintain vendor records, contracts, and service agreements.
• Verify vendor invoices and coordinate for timely processing of payments.
• Manage procurement of office stationery, pantry supplies, housekeeping materials, and other administrative items.
• Maintain inventory and stock records.
• Monitor consumption and ensure timely replenishment.
• Coordinate with vendors for purchase orders and deliveries.
• Maintain proper documentation for purchases and assets.

4. Employee Support

• Handle employee administrative queries and provide timely support.
• Coordinate employee onboarding requirements such as seating, access cards, stationery, and other facilities.
• Support employee engagement activities and internal events.
• Coordinate travel, accommodation, transportation, and other administrative arrangements when required.

5. Documentation & Compliance

• Maintain administrative records, contracts, licenses, bills, and other documentation.
• Ensure compliance with company policies and applicable statutory requirements related to administration and facilities.
• Maintain records for security, fire safety, AMC, insurance, and other facility-related requirements.
• Prepare regular administrative reports and MIS.

6. Travel & Event Coordination

• Coordinate domestic and international travel arrangements for employees and management, when required.
• Arrange transportation, accommodation, meetings, conferences, and corporate events.
• Support management meetings, town halls, employee events, and other company activities.

7. Budget & Cost Control

• Assist in preparing and monitoring the administration budget.
• Track administrative expenses and identify opportunities for cost optimization.
• Ensure expenses are within approved budgets and company policies.

8. Team Coordination

• Supervise and coordinate with housekeeping, security, office support staff, and other administrative personnel.
• Allocate responsibilities and monitor service quality.
• Address operational issues and ensure timely resolution.

Required Skills

• Strong organizational and multitasking skills.
• Excellent communication and interpersonal skills.
• Good vendor negotiation and coordination skills.
• Strong problem-solving and decision-making abilities.
• Good knowledge of MS Office, especially Excel, Word, and PowerPoint.
• Ability to manage multiple priorities and work under deadlines.
• Strong attention to detail and documentation skills.
• Professional attitude and ability to interact confidently with employees, vendors, and senior management.
• Administration & Facility Management
• Procurement & Inventory Management
• Budget Management
• Event & Travel Coordination
• Team Management
• Communication & Stakeholder Management
• Problem Solving
• Planning & Organization

Key Performance Indicators (KPIs)

• Smooth and uninterrupted office operations.
• Vendor performance and service quality.
• Timely procurement and invoice processing.
• Inventory accuracy and cost control.
• Employee satisfaction with administrative services.
• Compliance with safety and administrative policies.
• Effective management of administrative budgets and expenses.

Qualification

• Graduate degree in any discipline.
• MBA/PG Diploma in HR, Administration, Facilities Management, or a related field will be an advantage.

Experience

• 4–7 years of experience in administration, facilities, office management, or a related function.
• Experience in vendor management, procurement, facility operations, and employee support preferred.

What We Offer

• Opportunity to architect and scale a future-focused, industry-integrated higher education ecosystem.
• Competitive compensation with performance-linked incentives.
• Leadership role in a rapidly growing national skills and university platform.
• The opportunity to create a measurable impact on employability and workforce transformation at scale.

Medhavi Skills University is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.