Assistant Manager Administration and Facilities

ALLEN; Mumbai; On-site; INR 1,200,000 - 1,800,000; Full time

Job summary

ALLEN is seeking a hands-on Administration and Facilities Manager to lead end-to-end operations across multiple centres in Mumbai. You will oversee infrastructure, procurement, stores, logistics, compliance, and safety, ensuring uninterrupted services and cost efficiency.

The role requires 5–8 years of relevant experience, multi-location exposure, and strong vendor management, budgeting and reporting skills. MBA/PGDM is a plus.

Qualifications

• Graduate degree in any relevant discipline; MBA/PGDM in Operations, Administration or related field is an advantage.
• 5–8 years of relevant experience in administration, facilities, infrastructure, procurement, stores or operations.
• Experience in managing multiple locations/centres preferred.
• Experience in education, retail, hospitality or corporate facilities multi-location environments preferred.

Responsibilities

• Manage end-to-end infrastructure and facility operations across assigned centres/offices.
• Ensure uninterrupted availability of essential infrastructure and timely resolution of operational issues.
• Coordinate preventive and corrective maintenance of electrical, civil, HVAC, plumbing and other facility requirements.
• Monitor infrastructure projects and ensure timely delivery as per approved timelines.
• Minimise operational downtime and ensure business continuity.
• Manage end-to-end store and logistics operations including material receipt, storage, movement and dispatch.
• Maintain accurate inventory records and control stock discrepancies/shrinkage.
• Ensure timely delivery of materials to centres and internal stakeholders.
• Coordinate with vendors and logistics partners for smooth movement of materials.
• Maintain proper documentation and inventory controls.
• Ensure adequate availability of stationery and other regular consumables.
• Manage housekeeping services and monitor service quality across locations.
• Ensure zero stock-outs and timely replenishment of essential materials.
• Track internal user satisfaction and address service-related concerns.
• Coordinate printing, binding and distribution of modules/materials for CET, ICSE and other academic requirements.
• Ensure accuracy and quality of printed materials.
• Coordinate with printing vendors and internal stakeholders to meet timelines.
• Minimise printing/binding errors and delays.
• Act as key coordination point for facility-related issues raised by centres.
• Track facility tickets/complaints and ensure timely closure.
• Prioritise issues and ensure resolution within defined timelines.
• Maintain preventive maintenance schedules and follow up on actions.
• Coordinate processing of electricity, water, internet and other utility bills.
• Ensure bills are processed and paid within timelines.
• Maintain records of bills, payments and documents.
• Prevent late fees and service disruptions.
• Ensure required facility, statutory and operational compliances are maintained across locations.
• Maintain compliance trackers, certificates and licences.
• Coordinate with internal teams, vendors and authorities for compliance.
• Ensure audit readiness and timely closure of observations.
• Conduct and coordinate periodic safety, fire and material audits.
• Identify risks and implement corrective actions.
• Maintain audit records and track closure of observations.
• Obtain and compare vendor quotations for competitive pricing.
• Negotiate with vendors for cost-effective procurement and better terms.
• Monitor vendor performance and service levels.
• Identify opportunities for cost optimisation.
• Provide end-to-end administrative support for local events and initiatives.
• Coordinate venue, infrastructure, material, housekeeping and logistics for events.
• Ensure smooth event execution per planned timelines.
• Coordinate with stakeholders and vendors during events.
• Strong administration and facilities management skills; procurement and negotiation prowess; inventory and logistics management; compliance and audit discipline; problem-solving; and stakeholder coordination.

Skills

Facilities management

Vendor management

Contract management

Procurement

Inventory management

Logistics management

Budget management

Stakeholder management

Excel / MIS reporting

Multi-location coordination

Education

Bachelor's degree

Job description

To manage end-to-end administration, infrastructure, facilities, stores, logistics, procurement,

compliance and safety operations across assigned locations. The role will ensure smooth day-to-day

operations, timely resolution of facility issues, cost efficiency, statutory compliance and high service

standards for internal stakeholders.

Key Responsibilities

1. Infrastructure & Facilities Management

• Manage end-to-end infrastructure and facility operations across assigned centres/offices.
• Ensure uninterrupted availability of essential infrastructure and timely resolution of operational issues.
• Coordinate preventive and corrective maintenance of electrical, civil, HVAC, plumbing and other facility requirements.
• Monitor infrastructure projects and ensure timely delivery as per approved timelines.
• Minimise operational downtime and ensure business continuity.

2. Store & Logistics Management

• Manage end-to-end store and logistics operations including material receipt, storage, movement and dispatch.
• Maintain accurate inventory records and control stock discrepancies/shrinkage.
• Ensure timely delivery of materials to centres and internal stakeholders.
• Coordinate with vendors and logistics partners for smooth movement of materials.
• Maintain proper documentation and inventory controls.

3. Stationery & Housekeeping Management

• Ensure adequate availability of stationery and other regular consumables.
• Manage housekeeping services and monitor service quality across assigned locations.
• Ensure zero stock-outs and timely replenishment of essential materials.
• Track internal user satisfaction and address service-related concerns.

4. Printing & Material Distribution

• Coordinate printing, binding and distribution of modules/materials for CET, ICSE and other academic requirements.
• Ensure accuracy and quality of printed materials.
• Coordinate with printing vendors and internal stakeholders to meet distribution timelines.
• Minimise printing/binding errors and delays.
• Act as the key coordination point for facility-related issues raised by centres.
• Track facility tickets/complaints and ensure timely closure.
• Prioritise critical issues and ensure resolution within defined timelines.
• Maintain preventive maintenance schedules and follow up on pending actions.

6. Utility Bills & Payment Management

• Coordinate processing of electricity, water, internet and other utility bills.
• Ensure bills are processed and paid within timelines.
• Maintain proper records of bills, payments and supporting documents.
• Prevent late fees, penalties and service disruptions.

7. Compliance Management

• Ensure required facility, statutory and operational compliances are maintained across locations.
• Maintain compliance trackers, certificates, licences and related documentation.
• Coordinate with relevant internal teams, vendors and authorities for compliance requirements.
• Ensure audit readiness and timely closure of compliance observations.

8. Safety & Material Audits

• Conduct and coordinate periodic safety, fire and material/inventory audits.
• Identify operational and safety risks and ensure corrective actions.
• Maintain audit records and track closure of observations.
• Ensure completion of scheduled fire and stock audits.
• Manage procurement of facility, stationery, maintenance and other administrative requirements.
• Obtain and compare vendor quotations to ensure competitive pricing.
• Negotiate with vendors for cost-effective procurement and better service terms.
• Monitor vendor performance, quality, timelines and service levels.
• Identify opportunities for year-on-year cost optimisation.

10. Local Events & Brand Support

• Provide end-to-end administrative and logistical support for local events and initiatives.
• Coordinate venue, infrastructure, material, housekeeping, logistics and other event requirements.
• Ensure smooth execution of events as per planned timelines.
• Coordinate with internal stakeholders and external vendors during events.
• Strong administration and facilities management skills
• Vendor and contract management
• Procurement and negotiation skills
• Inventory and logistics management
• Compliance and audit management
• Problem-solving and issue resolution
• Cost control and budget management
• Strong coordination and stakeholder management
• Good Excel/MIS and reporting skills
• Ability to manage multiple locations and priorities

Experience & Qualification

• Graduate degree in any relevant discipline; MBA/PGDM in Operations, Administration or related field will be an advantage.
• 5–8 years of relevant experience in administration, facilities, infrastructure, procurement, stores or operations.
• Experience in managing multiple locations/centres will be preferred.
• Candidates with experience in education, retail, hospitality, corporate facilities or similar multi-location environments would be preferred.

The role requires a hands-on approach with strong ownership of operational continuity, service

quality, cost efficiency, compliance and timely issue resolution across all assigned facilities and