Assistant Manager- Administration

Assistant Manager – Administration

Location: Multiple Project Sites (Travel Required)

Reporting To: Head – Facility & Administration

Job Summary

We are seeking a proactive and experienced Assistant Manager – Administration to oversee and manage all administrative operations across multiple project sites. The role requires strong expertise in facility management, security, housekeeping, guest house management, labor coordination, vendor management, and overall site administration. The ideal candidate should be willing to travel extensively across project locations and possess excellent communication and business correspondence skills.

Key Responsibilities

Facility Management

• •Manage and maintain all site facilities to ensure smooth day-to-day operations.
• •Coordinate repairs, maintenance activities, and infrastructure support.
• •Ensure compliance with company policies, safety standards, and statutory requirements.

Security Management

• •Supervise security operations across project sites.
• •Coordinate with security agencies and monitor deployment of security personnel.
• •Ensure implementation of security protocols and incident reporting procedures.

Housekeeping Management

• •Oversee housekeeping services and ensure cleanliness standards are maintained.
• •Conduct regular inspections and coordinate corrective actions when required.

Guest House Management

• •Manage company guest houses, including accommodation arrangements, maintenance, and service quality.
• •Coordinate travel and stay requirements for employees, visitors, and senior management.

Labor Management

• •Coordinate and monitor deployment of contract labor and support staff.
• •Ensure proper attendance records, discipline, and compliance with labor regulations.

Vendor Management

• •Identify, evaluate, and manage vendors for administrative services.
• •Monitor vendor performance, service quality, contracts, and billing processes.
• •Negotiate rates and ensure cost-effective service delivery.

Site Administration

• •Handle end-to-end administrative activities across multiple project locations.
• •Ensure uninterrupted support services for project teams.
• •Maintain administrative records, reports, and documentation.

Communication & Coordination

• •Draft professional emails, reports, letters, and official communications.
• •Coordinate effectively with internal stakeholders, project teams, contractors, and external agencies.
• •Prepare MIS reports and management updates as required.

Required Qualifications

• •Graduate/Postgraduate in any discipline.
• •Additional certification in Administration, Facility Management, or related fields will be an advantage.

Experience

• •8–10 years of relevant experience in Administration and Facility Management.
• •Proven experience handling multiple projects/sites simultaneously.
• •Experience in managing facilities, security, housekeeping, guest houses, labor, and vendors.

Key Skills

• •Strong administrative and organizational skills.
• •Excellent verbal and written communication skills in English.
• •Proficiency in drafting emails, reports, and business correspondence.
• •Strong vendor and stakeholder management capabilities.
• •Ability to work independently and handle multiple priorities.
• •Good negotiation and problem-solving skills.
• •Proficiency in MS Office (Excel, Word, PowerPoint, Outlook).

Travel Requirement

• •Must be willing to travel extensively across project locations/sites as and when required.
• •Ability to support and manage administrative operations at multiple locations.

Desired Competencies

• •Leadership and team coordination.
• •Attention to detail and accountability.
• •Strong interpersonal skills.
• •High level of professionalism and integrity.
• •Ability to work in a fast-paced, multi-project environment.