Assistant Manager/Manager - Administration

Bata India Ltd.; Gurugram District; On-site; INR 1,200,000 - 2,200,000; Full time

Job summary

Bata India Ltd. is seeking an Assistant Manager Administration to oversee end-to-end administration and workplace services for the corporate office in Gurgaon.

The role ensures a safe, efficient, compliant and employee-friendly workplace while driving operational excellence and vendor governance. Key responsibilities include managing facilities and security, coordinating travel and transport, budgeting and cost controls, and ensuring compliance with statutory requirements.

Qualifications

• 7–12 years of experience in administration, facilities, workplace management or corporate services.
• Experience managing corporate office administration and multiple facility vendors.
• Strong knowledge of facility management, vendor management, workplace safety and administration processes.
• Good commercial acumen with experience in budgeting, negotiations and cost optimisation.
• Strong stakeholder management and communication skills.
• Ability to manage multiple priorities and external partners effectively.
• Proficiency in MS Office and facility/workplace management systems.
• Experience in managing teams and service partners.

Responsibilities

• Manage day-to-day administration and facilities operations of the corporate office.
• Oversee office seating, space utilisation, meeting rooms, workstations and common areas.
• Coordinate preventive and corrective maintenance of office facilities.
• Manage facility management, housekeeping, security, pest control, transport, pantry and other service vendors.
• Handle vendor empanelment, negotiations, contracts, SLAs, performance reviews and payments.
• Monitor service quality and ensure adherence to agreed SLAs/KPIs.
• Drive vendor consolidation and cost optimisation initiatives.
• Ensure seamless employee services including parking, access cards, lockers, transportation and office amenities.
• Coordinate onboarding-related administrative requirements such as workstation, ID/access cards, parking and other facilities.
• Address employee queries and resolve workplace-related concerns.
• Manage office security operations and access control.
• Coordinate with security agencies and ensure compliance with security protocols.
• Support emergency preparedness, fire safety, evacuation drills and business continuity initiatives.
• Ensure statutory and safety requirements related to workplace operations are met.
• Oversee corporate travel desk, employee transportation and related vendors.
• Manage travel arrangements, cab services and related administration processes.
• Ensure adherence to corporate travel policies and cost controls.
• Prepare and manage the annual administration budget.
• Track monthly expenses against budget and identify opportunities for cost optimisation.
• Ensure timely processing and verification of vendor invoices.
• Drive cost-effective procurement of administration-related goods and services.
• Ensure compliance with applicable workplace, facility and statutory requirements.
• Maintain contracts, licences, AMC records, vendor documentation and other administrative records.
• Coordinate with internal stakeholders, auditors and external agencies as required.
• Lead office renovation, relocation, expansion and infrastructure projects.
• Support employee engagement and workplace experience initiatives.
• Identify opportunities to digitise and streamline administrative processes.

Skills

7–12 years experience

Vendor management

Job description

Assistant Manager Administration | Bata India

Location: Gurgaon
Function: Administration & Facilities
Reporting to: AVP - Human Resources

Role Overview

We are looking for an experienced Administration Manager to manage end-to-end administration and workplace services for the corporate office. The role will be responsible for ensuring a safe, efficient, compliant and employee-friendly workplace while driving operational excellence, vendor governance and cost optimisation.

Key Responsibilities

1. Workplace & Facility Management

• Manage day-to-day administration and facilities operations of the corporate office.
• Ensure smooth functioning of office infrastructure, housekeeping, pantry, maintenance, utilities and employee amenities.
• Oversee office seating, space utilisation, meeting rooms, workstations and common areas.
• Coordinate preventive and corrective maintenance of office facilities.

2. Vendor & Contract Management

• Manage facility management, housekeeping, security, pest control, transport, pantry and other service vendors.
• Handle vendor empanelment, negotiations, contracts, SLAs, performance reviews and payments.
• Monitor service quality and ensure adherence to agreed SLAs/KPIs.
• Drive vendor consolidation and cost optimisation initiatives.

3. Employee Services

• Ensure seamless employee services including parking, access cards, lockers, transportation and office amenities.
• Coordinate onboarding-related administrative requirements such as workstation, ID/access cards, parking and other facilities.
• Address employee queries and resolve workplace-related concerns.

4. Security & Safety

• Manage office security operations and access control.
• Coordinate with security agencies and ensure compliance with security protocols.
• Support emergency preparedness, fire safety, evacuation drills and business continuity initiatives.
• Ensure statutory and safety requirements related to workplace operations are met.

5. Travel & Transport

• Oversee corporate travel desk, employee transportation and related vendors.
• Manage travel arrangements, cab services and related administration processes.
• Ensure adherence to corporate travel policies and cost controls.

6. Budget & Cost Management

• Prepare and manage the annual administration budget.
• Track monthly expenses against budget and identify opportunities for cost optimisation.
• Ensure timely processing and verification of vendor invoices.
• Drive cost-effective procurement of administration-related goods and services.

7. Compliance & Documentation

• Ensure compliance with applicable workplace, facility and statutory requirements.
• Maintain contracts, licences, AMC records, vendor documentation and other administrative records.
• Coordinate with internal stakeholders, auditors and external agencies as required.

8. Projects & Workplace Initiatives

• Lead office renovation, relocation, expansion and infrastructure projects.
• Support employee engagement and workplace experience initiatives.
• Identify opportunities to digitise and streamline administrative processes.

Required Skills & Experience

• 7–12 years of experience in administration, facilities, workplace management or corporate services, preferably with a large corporate/structured organisation.
• Experience managing corporate office administration and multiple facility vendors.
• Strong knowledge of facility management, vendor management, workplace safety and administration processes.
• Good commercial acumen with experience in budgeting, negotiations and cost optimisation.
• Strong stakeholder management and communication skills.
• Ability to manage multiple priorities and external partners effectively.
• Proficiency in MS Office and facility/workplace management systems.
• Experience in managing teams and service partners.

Preferred Profile

Experience in a large corporate, FMCG, retail, manufacturing, consumer, hospitality or similarly complex organisation with exposure to high-volume employee services and structured corporate processes.