Assistant Vice President - Administration

Supra Pacific Financial Services; Ernakulam; On-site; INR 420,000 - 660,000; Full time

Job summary

Supra Pacific Financial Services is seeking a proactive Administration & Facility Manager to oversee day-to-day administrative activities of the head office and branches, manage office infrastructure, seating, maintenance, housekeeping, and security, and ensure smooth functioning of equipment and utilities.

You will coordinate branch setup, vendor management, procurement, cost control, compliance, employee support services, and lead the admin team to ensure disciplined, coordinated operations

Responsibilities

• Oversee day-to-day administrative activities of HO and branches
• Manage office infrastructure, seating, maintenance, housekeeping, and security
• Ensure smooth functioning of office equipment, internet, electricity, and utilities
• Handle travel, accommodation, and guest arrangements for employees and management
• Support branch setup and expansion activities
• Coordinate with branch managers for admin-related requirements
• Monitor branch maintenance, rent agreements, and statutory documents
• Ensure availability of office supplies and assets across branches
• Identify and manage vendors for housekeeping, security, transport, stationery, etc.
• Negotiate contracts and maintain vendor relationships
• Maintain records of company assets, AMCs, and inventory
• Track asset allocation and disposal process
• Handle procurement of office materials and equipment
• Compare quotations and ensure cost-effective purchasing
• Monitor admin budgets and control operational expenses
• Approve and verify invoices related to admin activities
• Ensure office compliance with company policies and local regulations
• Maintain agreements, licenses, insurance, and admin records
• Coordinate audits related to admin and facilities
• Ensure workplace safety and security standards
• Coordinate employee transport, accommodation, and welfare activities
• Support HR during onboarding and employee engagement activities
• Handle grievance related to workplace facilities
• Lead admin team including office assistants, housekeeping, drivers, and support staff
• Assign duties and monitor performance
• Ensure discipline and smooth coordination between departments

Job description

1. Administration & Facility Management

• Oversee day-to-day administrative activities of HO and branches
• Manage office infrastructure, seating, maintenance, housekeeping, and security
• Ensure smooth functioning of office equipment, internet, electricity, and utilities
• Handle travel, accommodation, and guest arrangements for employees and management

2. Branch Administration

• Support branch setup and expansion activities
• Coordinate with branch managers for admin-related requirements
• Monitor branch maintenance, rent agreements, and statutory documents
• Ensure availability of office supplies and assets across branches

3. Vendor & Asset Management

• Identify and manage vendors for housekeeping, security, transport, stationery, etc.
• Negotiate contracts and maintain vendor relationships
• Maintain records of company assets, AMCs, and inventory
• Track asset allocation and disposal process

4. Procurement & Cost Control

• Handle procurement of office materials and equipment
• Compare quotations and ensure cost-effective purchasing
• Monitor admin budgets and control operational expenses
• Approve and verify invoices related to admin activities

5. Compliance & Documentation

• Ensure office compliance with company policies and local regulations
• Maintain agreements, licenses, insurance, and admin records
• Coordinate audits related to admin and facilities
• Ensure workplace safety and security standards

6. Employee Support Services

• Coordinate employee transport, accommodation, and welfare activities
• Support HR during onboarding and employee engagement activities
• Handle grievance related to workplace facilities

7. Team Management

• Lead admin team including office assistants, housekeeping, drivers, and support staff
• Assign duties and monitor performance
• Ensure discipline and smooth coordination between departments