Assistant Manager — Administration & Facilities

Isprava; Mumbai; On-site; INR 1,500,000 - 2,300,000; Full time

Job summary

Isprava, Mumbai-based luxury real estate developer, invites an Assistant Manager — Administration & Facilities to own end-to-end admin and facilities operations at our Mumbai headquarters. The role demands independent decision-making, vendor management, cost control, team leadership, and discreet support to the Director’s Office.

Responsibilities include managing office operations (housekeeping, security, maintenance, pantry), preventive maintenance for building systems, end-to-end AMC

Qualifications

• Graduate degree required.
• 7–10 years of experience in administration or facilities management.
• Experience supervising a team of at least three.
• Strong vendor management, contract negotiation, and SLA enforcement.

Responsibilities

• Manage end-to-end office operations including housekeeping, security, maintenance, pantry, stationery, parking and access control.
• Plan and monitor preventive maintenance for building systems (HVAC, electrical, plumbing, lifts, fire systems).
• Own AMC lifecycle: vendor identification, contracts, service tracking, renewals and performance reviews.

Skills

Administration

Facilities Mgmt

Vendor Management

Cost Control

Leadership

Process Improvement

Budgeting

Stakeholder Coordination

Office Operations

ERP Systems

Education

Graduate degree

Postgraduate in Management/Facilities

Tools

Farvision / ERP

Job description

About This Job

Isprava

Location

Mumbai, Maharashtra, India

Work Mode

On-site

Industry

Real estate,Construction,Architecture and Planning

Job Description

Isprava is India’s premier developer of luxury homes in nonurban locations, known for crafting exclusive and bespoke residences. With nine years of exponential growth, Isprava has established a portfolio of over 220 luxury properties valued at more than USD 360 million across Goa, Alibaug, Kasauli, and the Nilgiris. The company offers comprehensive service from selecting prime locations to designing unique living spaces and delivering fully furnished, ready to move in homes. Guided by the principles of exclusivity, comfort, and integrity, Isprava creates one of a kind lifestyle experiences that set new benchmarks in luxury nonurban living. https://www.isprava.com

About The Role

We are looking for an Assistant Manager — Administration & Facilities to take complete ownership of administration and facilities operations for our Mumbai headquarters. This is an execution-oriented role requiring independent decision-making, operational discipline, vendor management, cost control, team leadership, and continuous process improvement. The role will also provide discreet and reliable administrative support to the Director’s Office.

Responsibilities

Administration & Facilities Management — 80%Office Operations and Facilities
Manage end-to-end office operations, including housekeeping, security, maintenance, pantry, stationery, parking, access control, and workplace readiness.
Plan and monitor preventive maintenance for HVAC, DG, lifts, fire systems, electrical, plumbing, UPS, CCTV, water purifiers, and other building systems.
Own the complete snag-to-closure cycle:
Critical issues: closure within 24 hours
Non-critical issues: closure within 72 hours
Manage the complete AMC lifecycle, including vendor identification, contract execution, service tracking, renewals, and performance reviews.
Coordinate office moves, seating changes, space planning, refurbishment, and construction-related requirements.
Ensure that all office areas remain professionally maintained, operationally ready, and audit-compliant.

Vendor and Procurement Management
Manage the complete vendor lifecycle, including identification, evaluation, onboarding, negotiation, performance monitoring, and exit management.
Obtain and evaluate a minimum of three quotations for relevant purchases and prepare comparison sheets with recommendations.
Monitor vendor SLAs, attendance, service quality, response time, and compliance.
Prepare monthly vendor scorecards and initiate corrective action where required.
Ensure all contracts are renewed at least 30 days before expiry, with no lapsed agreements.
Track invoices, coordinate with Finance for payments, and resolve vendor payment queries within defined timelines.

Budget and Cost Management
Own and maintain the administration budget tracker.
Monitor monthly spending against the approved budget and maintain variance within ±5%.
Process accurate and timely expense entries in Farvision or a similar ERP system.
Achieve a minimum of 98% expense-booking accuracy and complete month-end closure.
Review quotations, benchmark pricing, negotiate commercial terms, and identify cost-saving opportunities.
Prepare cost analysis reports covering location-wise expenses, vendor rate trends, and savings initiatives.

Team and Stakeholder Management
Supervise the Mumbai administration, front desk, and support team.
Allocate responsibilities, set priorities, ensure adequate coverage, and review team output.
Conduct weekly team meetings and monthly performance reviews.
Act as the primary point of contact for Mumbai office administration matters.
Coordinate with HR, Finance, IT, Procurement, Security, and business teams.
Ensure 100% Day 1 onboarding readiness for new employees.
Manage the administration helpdesk, including ticket logging, assignment, SLA tracking, escalation, and closure.

Process Improvement, Compliance, and Reporting
Develop, implement, and continuously improve administration SOPs.
Identify process gaps, document corrective actions, and train team members.
Maintain key operational records, including:
Snag register
Vendor scorecards
AMC tracker
Expense tracker
Asset register
Compliance calendar
Helpdesk tracker
Identify recurring issues and implement preventive and corrective actions.
Submit weekly and monthly MIS reports on time.
Ensure monthly FAR reconciliation and zero audit findings.

Director’s Office Support — 20%
Provide high-level administrative support to the Director’s Office with complete discretion, reliability, and professionalism.
Manage calendar requirements, meeting logistics, and administrative coordination.
Arrange domestic and international travel, accommodation, transportation, and related logistics.
Coordinate visitor management for Directors, board members, senior stakeholders, and important meetings.
Handle confidential and priority requirements with absolute discretion.
Liaise with HR, Finance, IT, Legal, and external vendors on behalf of the Director’s Office.
Anticipate urgent and time-sensitive requirements and execute them within committed timelines.
Provide personal administrative assistance, as required, with the same professionalism and confidentiality expected in official duties.

Qualifications

Graduate degree required; postgraduate qualification in Management, Facilities, or a related field is preferred.
7–10 years of progressive experience in administration, facilities management, workplace operations, or a related function.
Demonstrated experience independently managing office operations at a site or location level.
Experience supervising a team of at least three members with direct performance accountability.
Strong experience in vendor management, contract negotiation, SLA enforcement, compliance audits, and