Manager-Administration

Freewill Sports; Jalandhar; On-site; INR 650,000 - 900,000; Full time

Job summary

Freewill Sports in Jalandhar seeks an efficient Administration and Facilities Manager to oversee general administration, housekeeping, guest house operations and event management. You will coordinate vendors, manage petty cash, and ensure compliance with safety and documentation.

You will lead teams, plan budgets, monitor assets, and deliver high standards of cleanliness and service for guests and employees, ensuring smooth daily operations and cost-effective resource use.

Qualifications

• Graduate in any discipline.
• Business Administration, Hospitality Management or Facility Management qualifications are advantageous.

Responsibilities

• General Administration: manage day-to-day activities and records.
• Housekeeping Management: supervise staff and ensure cleanliness.
• Guest House Management: oversee bookings and occupancy.
• Event Management: coordinate internal and external events and budgets.
• Petty Cash Management: handle cash transactions and reconciliations.
• Vendor & Contract Management: coordinate with vendors and renewals.
• Inventory & Administrative Procurement: manage supplies and procurement.
• Employee & Visitor Support: arrange logistics for visitors.
• Compliance, Safety & Documentation: ensure policy compliance and safety readiness.

Skills

Administrative skills

Multitasking

Vendor management

MS Excel

Budgeting

Event planning

Time management

Staff management

Education

Graduate in any discipline

Business Administration / Hospitality Management / Facility Management (advantage)

Job description

Key Responsibilities

1. General Administration

• Manage day-to-day administrative activities of the organization.
• Ensure smooth functioning of office and other company facilities.
• Coordinate with different departments for their administrative requirements.
• Maintain records, registers, documentation and administrative reports.
• Develop and implement administrative procedures, policies and systems.
• Monitor office/facility infrastructure, furniture, equipment and other assets.
• Coordinate with vendors, contractors and service providers.
• Ensure timely completion of repair, maintenance and other facility-related work.

2. Housekeeping Management

• Supervise housekeeping staff and ensure proper allocation of duties.
• Maintain high standards of cleanliness and hygiene across office premises, common areas, washrooms, meeting rooms and other facilities.
• Prepare housekeeping schedules, checklists and duty rosters.
• Monitor consumption and availability of cleaning materials and supplies.
• Ensure proper maintenance of housekeeping equipment and inventory.
• Conduct regular inspections and address cleanliness-related issues promptly.
• Coordinate with external housekeeping agencies, wherever applicable.

3. Guest House Management

• Manage the overall operations of the company guest house.
• Coordinate guest room bookings, check-in/check-out and room allocation.
• Maintain guest house occupancy and booking records.
• Ensure cleanliness, maintenance, food arrangements and other guest requirements.
• Coordinate with housekeeping, maintenance and vendors for smooth guest house operations.
• Monitor guest house expenses and ensure proper documentation.
• Ensure a comfortable and professional experience for company guests, visitors and employees.

4. Event Management

• Plan and coordinate internal and external company events, meetings, conferences, employee functions and other activities.
• Manage venue arrangements, seating, catering, decoration, housekeeping, transportation and other logistical requirements.
• Coordinate with vendors and service providers for event-related requirements.
• Prepare event budgets and monitor expenses.
• Ensure timely execution of all event activities.
• Handle on-ground coordination and resolve issues during events.
• Maintain an event calendar and proper records of completed events.

5. Petty Cash Management

• Maintain and manage the administration department's petty cash.
• Record all petty cash transactions accurately and systematically.
• Process petty cash expenses against proper bills, vouchers and approvals.
• Conduct regular cash reconciliation.
• Submit periodic petty cash statements and supporting documents to Accounts/Management.
• Ensure expenses remain within approved budgets and company policies.
• Maintain proper records for audit and verification purposes.

6. Vendor & Contract Management

• Identify and coordinate with vendors for housekeeping, maintenance, catering, transportation, security and other administrative services.
• Obtain quotations and coordinate comparative statements where required.
• Monitor vendor performance and service quality.
• Ensure timely renewal of AMC/service contracts and other administrative agreements.
• Resolve vendor-related issues and elevate critical matters to management.

8. Inventory & Administrative Procurement

• Maintain inventory of housekeeping materials, stationery, pantry supplies and other administrative consumables.
• Monitor stock levels and initiate timely purchase requirements.
• Coordinate with the Purchase Department for procurement.
• Maintain proper issue/consumption records.
• Avoid unnecessary wastage and ensure cost-effective utilization of resources.

9. Employee & Visitor Support

• Coordinate arrangements for visitors, clients, vendors and company guests.
• Ensure meeting rooms and common areas are properly prepared.
• Support employee requirements related to administration and facilities.
• Coordinate transportation, accommodation and other logistical arrangements whenever required.

10. Compliance, Safety & Documentation

• Ensure administrative activities comply with company policies and applicable statutory requirements.
• Maintain proper records and documentation related to facilities, vendors, guest house, petty cash and events.
• Coordinate with security and relevant teams regarding workplace safety and emergency preparedness.
• Report major facility, safety or administrative issues to management immediately.

Key Performance Indicators (KPIs)

• Overall cleanliness and maintenance standards
• Efficient management of guest house operations
• Timely and successful execution of company events
• Accuracy of petty cash records and reconciliation
• Administrative cost control
• Vendor/service quality and response time
• Timely resolution of maintenance issues
• Availability of essential administrative supplies
• Employee and visitor satisfaction with administrative services
• Compliance with company administrative policies

Required Skills & Competencies

• Strong administrative and organizational skills
• Excellent coordination and multitasking abilities
• Good vendor and people-management skills
• Strong communication and interpersonal skills
• Good knowledge of MS Excel, Word and basic office applications
• Basic understanding of budgeting, expense control and petty cash management
• Problem-solving and decision-making ability
• Ability to manage staff and housekeeping teams
• Event planning and execution skills
• Strong follow-up and time-management skills
• Ability to work under pressure and handle multiple priorities
• Professional, disciplined and service-oriented approach

Educational Qualification

Graduate in any discipline. A qualification in Business Administration, Hospitality Management, Facility Management or a related field will be an added advantage.

Preferred Experience

5-10 years of relevant experience in administration, facility management, hospitality, corporate administration, hotel/guest house management, event management or a similar role.