Manager, Administration

Gemological Institute of America; Mumbai; On-site; INR 1,000,000 - 1,500,000; Full time

Job summary

Gemological Institute of America in Mumbai is hiring a Manager of Administration. This role is responsible for overseeing administrative operations, ensuring regulatory compliance, managing workplace services, and coordinating vendor management. The ideal candidate will have extensive experience in facilities management and a strong knowledge of regulatory standards. The position offers a full-time opportunity, requiring leadership and effective resource management skills to align with organizational objectives.

Qualifications

• Demonstrated experience in managing administrative operations and facilities.
• Strong knowledge of ISO/IEC 17025:2017 standards.
• Ability to manage vendors and service providers effectively.

Responsibilities

• Oversee administrative operations and workplace services.
• Ensure regulatory compliance related to contractors and contract labor.
• Supervise the operation of reception services.

Skills

Regulatory compliance

Facilities management

Vendor management

Budget preparation

Job description

## Manager, AdministrationApplylocations: Mumbai, Indiatime type: Full timeposted on: Posted 4 Days Agojob requisition id: R0011321To manage and oversee administrative operations, facilities, security, and workplace services, ensuring regulatory compliance, cost effectiveness, safety, and alignment with organizational objectives and ISO/IEC 17025:2017 standards* Provide administrative supplies and services as per approved specifications for Corporate and GIA Services.* Plan, coordinate, and supervise administrative and facility management projects, including maintenance, renovations, and infrastructure development, through effective contractor management.* Coordinate and oversee all matters related to office facilities, staff accommodation, workplace services, and employee transport.* Manage telecom services including installation, upgrades, and service provider coordination.* Direct and supervise the efficient operation of reception services to ensure a professional and high‐quality visitor experience.* Plan for future facilities development in line with strategic business objectives.**Security & Safety Management*** Oversee physical security operations across facilities, including access control, CCTV, visitor management systems, and coordination with security service providers.* Ensure implementation, monitoring, and periodic review of security and safety procedures.* Maintain a safe, secure, and compliant work environment in line with statutory, organizational, and safety requirements.* Ensure contractor, employee, and visitor compliance with all security and safety protocols.**Regulatory, Statutory & ISO Compliance*** Ensure full regulatory and statutory compliance related to contractors and contract labor, including maintenance of licenses, registrations, renewals, and submission of statutory forms and returns.* Support identification, evaluation, and management of operational risks and opportunities related to administrative and facility services.* Authorize allocation of sufficient resources and assignment of appropriate authorities to ensure effective establishment, implementation, management, and improvement of GIA Services policies and procedures.**Managed Facilities Services (Tablespace) Oversight**· Act as the primary point of contact for TableSpace, the managed facilities services provider.· Oversee delivery of facility management services provided by TableSpace, including housekeeping, maintenance, space management, and workplace support services.* Monitor service levels, KPIs, and contractual obligations to ensure service quality, compliance, and cost effectiveness.* Coordinate with internal stakeholders to align TableSpace services with operational, security, and business requirements.* Review performance reports, address service gaps, and drive continuous improvement with the facilities service provider.**Financial & Vendor Management*** Contribute to budget preparation by forecasting administrative and facility requirements.* Monitor expenditures, analyze variances, and recommend cost‐optimization measures.* Act as an authorized signatory for invoice approvals within approved limits.* Evaluate contractor and vendor performance to ensure compliance with service standards and contractual agreements.**Process Improvement & Documentation*** Improve service quality and efficiency by designing and implementing user‐friendly administrative and facility management processes.* Update procedures and periodically evaluate system and service performance.* Maintain effective documentation, filing, and retrieval systems to support traceability, reporting, and audit requirements.**People Management*** Lead and develop administrative staff by clearly defining roles, setting performance expectations, and conducting regular performance reviews.* Coach and support team members to enhance capability and service delivery.* Foster a secure, compliant, and high‐performance work environment.**Disclaimer:** This job description indicates in general terms, the type and level of work performed as well as the typical responsibilities of employees in this classification and it may be changed by management at any time. Other duties may also apply. Nothing in this job description changes the at-will employment relationship existing between the Company and its employees.