Supervisor - Administration

Espire Infolabs; Gurugram District; On-site; INR 350,000 - 550,000; Full time

Job summary

Espire Infolabs in Gurgaon seeks a proactive Admin Supervisor to oversee day-to-day office administration, supervise staff, and coordinate vendors and facilities to ensure smooth operations. You will manage budgets, prepare MIS reports, organize events and training, and work closely with HR, Finance and IT to support seamless business activities.

The ideal candidate has a Bachelor's in Business/Admin, strong leadership, and excellent communication, with experience in an IT services or corporate

Qualifications

• Bachelor's degree in a relevant field.
• 58 years of experience in administration, office management, or facilities management.
• Minimum 2 years of supervisory or team leadership experience.
• Experience in an IT services or corporate environment is preferred.

Responsibilities

• Supervise and coordinate the daily activities of the administration team.
• Ensure efficient office operations, including housekeeping, security, maintenance, and office supplies.
• Manage vendor relationships, negotiate contracts, and monitor service quality.
• Oversee facility management, including office infrastructure, repairs, and preventive maintenance.
• Monitor and control administrative budgets and operating expenses.
• Maintain office assets, inventory, and asset tracking records.
• Coordinate travel arrangements, accommodation, transportation, and logistics for employees and visitors.
• Ensure compliance with company policies, health & safety standards, and statutory requirements related to administration.
• Organize company events, meetings, training sessions, and employee engagement activities.
• Handle procurement of office equipment, furniture, stationery, and other administrative requirements.
• Prepare administrative reports, MIS, vendor performance reports, and expense analysis.
• Develop and implement administrative policies and process improvements to enhance operational efficiency.
• Coordinate with HR, Finance, IT, and other departments for seamless business operations.
• Resolve day-to-day administrative issues promptly while maintaining high service standards.

Skills

Leadership

Organizational skills

Vendor management

Budgeting

Communication

Facilities management

Microsoft Office

Education

Bachelor's degree in Business Administration / Management / Commerce or related field

Tools

Microsoft Office Suite (Excel, Word, PowerPoint, Outlook)

Job description

About the Role

We are seeking a proactive and detail-oriented Admin Supervisor to oversee the day-to-day administrative operations of our IT services organization. The ideal candidate will ensure the smooth functioning of office administration, supervise administrative staff, manage vendors and facilities, and support business operations by maintaining efficient administrative processes.

Key Responsibilities

• Supervise and coordinate the daily activities of the administration team.
• Ensure efficient office operations, including housekeeping, security, maintenance, and office supplies.
• Manage vendor relationships, negotiate contracts, and monitor service quality.
• Oversee facility management, including office infrastructure, repairs, and preventive maintenance.
• Monitor and control administrative budgets and operating expenses.
• Maintain office assets, inventory, and asset tracking records.
• Coordinate travel arrangements, accommodation, transportation, and logistics for employees and visitors.
• Ensure compliance with company policies, health & safety standards, and statutory requirements related to administration.
• Organize company events, meetings, training sessions, and employee engagement activities.
• Handle procurement of office equipment, furniture, stationery, and other administrative requirements.
• Prepare administrative reports, MIS, vendor performance reports, and expense analysis.
• Develop and implement administrative policies and process improvements to enhance operational efficiency.
• Coordinate with HR, Finance, IT, and other departments for seamless business operations.
• Resolve day-to-day administrative issues promptly while maintaining high service standards.

Required Qualifications

• Bachelor's degree in Business Administration, Management, Commerce, or a related field.
• 58 years of experience in administration, office management, or facilities management.
• Minimum 2 years of experience in a supervisory or team leadership role.
• Experience in an IT services or corporate environment is preferred.

Required Skills

• Strong leadership and team management skills.
• Excellent organizational and multitasking abilities.
• Good negotiation and vendor management skills.
• Strong communication and interpersonal skills.
• Budget planning and cost control.
• Knowledge of facility management and office administration best practices.
• Proficiency in Microsoft Office (Excel, Word, PowerPoint, Outlook).
• Ability to prepare reports and analyze administrative data.
• Strong problem-solving and decision-making skills.
• High attention to detail and commitment to quality.

Key Performance Indicators (KPIs)

• Office operational efficiency.
• Vendor performance and SLA compliance.
• Administrative cost optimization.
• Timely resolution of facility and administrative issues.
• Office asset management accuracy.
• Employee satisfaction with administrative services.
• Compliance with company policies and statutory requirements.