Deputy Manager-Administration

Sembcorp Industries Ltd; Gurugram District; On-site; INR 1,400,000 - 2,100,000; Full time

Job summary

Sembcorp Industries Ltd in Gurugram invites a proactive Deputy Manager / Manager – Administration to lead office facilities and administrative functions. The role covers facility management, budgeting, vendor coordination, lease administration, and MIS reporting while ensuring compliance with safety and workplace regulations.

The ideal candidate possesses 10–12 years of relevant experience in administration and facilities management, with strong stakeholder management and cost-control

Qualifications

• Bachelor's Degree in Administration, Management, Business Administration, Hospitality Management, or related field.
• MBA/PGDM preferred.
• 10-12 years of relevant experience in Administration, Facilities Management, Workplace Services, or Corporate Services.

Responsibilities

• Oversee day-to-day office administration and facility operations.
• Manage budgeting, vendor coordination, and lease administration.
• Coordinate employee engagement activities and corporate events.
• Ensure compliance with facility safety and workplace regulations.
• Maintain MIS reports, invoices, and cost control measures.
• Collaborate with HR, IT, Finance and projects for smooth operations.

Skills

Facility Management

Budgeting & Cost Control

Invoice Management

MIS Reporting

Vendor & Contract Management

Event Planning

Stakeholder Management

Communication & Presentations

MS Office Suite

Facility Compliance & Safety

UPS/Server Room Knowledge

Education

Bachelor's Degree in Administration/Management

MBA/PGDM preferred

Tools

Microsoft Excel

PowerPoint

MS Office

Job description

Job Description:

Job Description – Deputy Manager / Manager Administration

Position: Deputy Manager / Manager – Administration

Location: Gurugram

Department: Administration & Facilities

Reporting To: DGM – Administration

Job Summary

We are seeking a proactive and highly organized Deputy Manager / Manager – Administration to ensure the smooth and efficient operation of office facilities and administrative functions. The ideal candidate will be responsible for facility management, budgeting, vendor coordination, lease administration, employee engagement activities, office upkeep including critical areas like UPS, Server room, MIS reporting, invoice processing, and stakeholder management while maintaining compliance with basic facility and workplace regulations.

Key Responsibilities

Office Administration & Facility Management

Manage day-to-day office administration and facility operations.

Ensure smooth functioning of workplace infrastructure, housekeeping, security, cafeterias, transportation, and office equipment.

Coordinate with vendors and service providers to maintain service quality and operational efficiency.

Monitor Office Space Utilization And Workplace Experience Initiatives.

Budgeting & Cost Management

Prepare and manage annual administration and facility budgets.

Track expenses against budgets and identify cost optimization opportunities.

Review vendor quotations, negotiate commercial terms, and ensure cost-effective procurement.

Generate monthly spend reports and budget variance analysis.

Employee Engagement & Corporate Events

Plan And Execute Employee Engagement Initiatives, Including

• Senior Leadership Lunches/Dinners
• Town Halls / External event gatherings up 1000 employees
• Sports Carnivals / Team-Building Activities

Coordinate event logistics, vendor management, budgeting, and post-event feedback.

Lease & Vendor Management

Support lease administration activities, renewals, amendments, and documentation

Maintain relationships with landlords, co-working operators, and facility vendors.

Ensure timely renewal of contracts and service agreements.

Monitor vendor performance and compliance with agreed service levels.

Invoice Processing & MIS Reporting

Verify and process vendor invoices in coordination with the Finance team.

Maintain accurate records of payments, contracts, and service agreements.

Prepare MIS reports, dashboards, and monthly administration metrics.

Analyse operational data and provide insights for management review.

Stakeholder Management

Collaborate closely with HR, Finance, IT, Projects, Procurement, and business teams.

Provide administrative support to senior management and leadership teams.

Address employee concerns related to workplace services and facilities.

Compliance & Governance

Maintain Awareness Of Basic Facility-related Compliance Requirements.

Support implementation of workplace health, safety, and statutory compliance measures.

Ensure proper documentation and records for audits and inspections.

Assist in maintaining compliance with local regulations and company policies.

Infrastructure Maintenance & Workplace Projects

Manage office maintenance activities, including minor civil, electrical, plumbing, carpentry, and painting works.

Plan and coordinate office refurbishment, renovation, fit-out, and workspace improvement projects.

Ensure timely execution of preventive and corrective maintenance activities through vendors and service providers.

Manage Annual Maintenance Contracts (AMCs) for critical office infrastructure and equipment.

Monitor the upkeep, reliability, and operational readiness of critical infrastructure, including:

• UPS Systems / Battery Room
• Electrical Room / LT Panels
• Server Room / Hub Room / Network Infrastructure
• HVAC Systems And Other Critical Utilities

Coordinate periodic inspections, testing, and maintenance schedules to minimize operational disruptions.

SC-Restricted

SC-Restricted

Ensure compliance with safety standards and proper documentation of maintenance records, service reports, and equipment audits.

Work closely with IT, Projects, Security, and Facility vendors to maintain business continuity and workplace readiness.

Desired Candidate Profile

Education

Bachelor's Degree in Administration, Management, Business Administration, Hospitality Management, or related field.

Experience

MBA/PGDM preferred.

10-12 years of relevant experience in Administration, Facilities Management, Workplace Services, or Corporate Services.

Key Skills

• Facility Management
• Budgeting & Cost Control, Invoice Management, MIS Reporting & Data Analysis
• Vendor & Contract Management
• Event Planning & Execution
• Stakeholder Management
• Communication & Presentation Skills / Microsoft Excel, PowerPoint, and MS Office Suite
• Deep Knowledge of Facility Compliance & Workplace Safety
• Office repair, refurbishment project, Critical equipment UPS, Battery room, Server room

Competencies

• Strong Communication And Interpersonal Skills.
• Ability to manage multiple priorities in a fast-paced environment.
• Excellent Planning, Coordination, And Problem-solving Abilities.
• High level of ownership, accountability, and attention to detail.
• Customer-centric mindset with strong service orientation.
• Ability to work with senior leadership and cross-functional teams.