Manager - Admin

Kgisl Trust; Coimbatore District; On-site; INR 1,200,000 - 1,800,000; Full time

Job summary

Kgisl Trust is seeking an experienced Administration & Facility Manager to lead day-to-day operations across a large campus in Coimbatore. You will develop policies, coordinate with HR, Finance and Engineering, and ensure compliant, cost-efficient facility services.

You will supervise security, housekeeping, transport, vendor contracts and safety programs, manage budgets, prepare MIS reports, and mentor teams to deliver high-quality support to all departments.

Qualifications

• Minimum 12 years of experience in Administration / Facility Management
• Experience managing large facilities, multiple vendors and support-service teams
• Strong communication and interpersonal skills

Responsibilities

• Manage day-to-day administrative operations and ensure smooth functioning of the facility.
• Develop and implement effective administrative policies, procedures and systems.
• Coordinate with internal departments to address administrative requirements and operational issues.
• Maintain proper records, documentation and administrative reports.
• Monitor administrative expenses and ensure optimum utilization of resources.

Skills

Administration

Facility Management

Vendor management

Budgeting

Stakeholder management

MS Office / Excel

Documentation & MIS

Job description

1. Administration Management

• Manage day-to-day administrative operations and ensure smooth functioning of the facility.
• Develop and implement effective administrative policies, procedures and systems.
• Coordinate with internal departments to address administrative requirements and operational issues.
• Maintain proper records, documentation and administrative reports.
• Monitor administrative expenses and ensure optimum utilization of resources.

2. Facility & Infrastructure Management

• Oversee the maintenance and upkeep of buildings, offices, common areas and other infrastructure.
• Coordinate with facility, electrical, plumbing, housekeeping, security, transport and maintenance teams.
• Ensure timely resolution of facility-related complaints and breakdowns.
• Monitor preventive maintenance schedules and ensure timely execution.
• Support infrastructure expansion, renovation and improvement projects.

3. Vendor & Contract Management

• Identify, evaluate and manage vendors and service providers.
• Negotiate commercial terms, service agreements and contracts in coordination with the relevant teams.
• Monitor vendor performance, service quality and SLA compliance.
• Ensure timely renewal of AMC, service contracts, licenses and other agreements.
• Coordinate with Purchase and Finance teams for vendor onboarding and payment-related matters.

4. Security & Safety Management

• Supervise security operations and ensure adequate security arrangements across the premises.
• Coordinate with security agencies and monitor manpower deployment.
• Implement access control and visitor management procedures.
• Ensure compliance with workplace safety and emergency preparedness requirements.
• Coordinate mock drills, emergency response procedures and incident reporting.

5. Housekeeping & Support Services

• Manage housekeeping and sanitation services to maintain high standards of cleanliness and hygiene.
• Monitor housekeeping manpower, attendance and performance.
• Ensure proper maintenance of common areas, washrooms, cafeterias and other employee facilities.
• Address employee concerns relating to administrative and facility services.

6. Transport & Employee Facilities

• Oversee employee transportation, company vehicles and related administrative activities, wherever applicable.
• Monitor vehicle maintenance, route planning, utilization and vendor performance.
• Coordinate employee amenities and other workplace support services.
• Ensure efficient utilization of company assets and administrative resources.

7. Statutory & Compliance

• Ensure compliance with applicable statutory requirements related to administration, safety, facility operations and labour-related services.
• Maintain required licenses, certificates, permits and compliance records.
• Coordinate with statutory authorities, auditors and external agencies whenever required.
• Ensure timely renewal and documentation of statutory registrations and approvals.

8. Budget & Cost Control

• Prepare and monitor the annual administration and facility budget.
• Track administrative expenses and identify opportunities for cost optimization.
• Control operational expenses without compromising service quality.
• Prepare MIS reports covering administrative expenses, vendor performance, manpower and facility operations.

9. Stakeholder Management

• Act as the key point of contact for administrative and facility-related matters.
• Coordinate effectively with HR, Finance, Purchase, Projects, Engineering, Security and other internal stakeholders.
• Liaise with external agencies, contractors, consultants and government authorities.
• Escalate critical issues to senior management with appropriate recommendations.

10. Team Management

• Lead, guide and monitor the administration and support service teams.
• Allocate responsibilities and ensure effective manpower utilization.
• Monitor team performance and service delivery.
• Conduct regular reviews and provide feedback to team members.
• Develop a service-oriented and responsive administration team.

Key Skills & Competencies

• Strong administrative and facility management skills.
• Excellent vendor and contract management capabilities.
• Strong communication and interpersonal skills.
• Good negotiation and stakeholder management skills.
• Strong problem-solving and decision-making abilities.
• Budgeting and cost-control skills.
• Knowledge of facility operations, security and safety management.
• Ability to manage multiple teams and priorities.
• Good documentation, reporting and MIS skills.
• Proficiency in MS Office / Excel and administrative management systems.
• Ability to work independently and handle operational escalations effectively.

Preferred Experience

• Minimum 12 years of experience in Administration / Facility Management, preferably in infrastructure, real estate, IT parks, educational institutions, manufacturing or large corporate environments.
• Experience managing large facilities, multiple vendors and support-service teams will be an advantage.
• Prior experience in handling infrastructure and facility-related projects is preferred