Administration Manager

Job Description – Administration Manager

Key Responsibilities

1. General Administration

• Ensure the smooth day-to-day functioning of office administration and support services.
• Maintain organized office systems, workspaces, storage areas, and administrative processes to enable efficient operations.
• Provide seamless administrative support to all business functions while ensuring adherence to company policies and procedures.
• Coordinate routine office requirements, supplies, and administrative resources.

2. Vendor Management, Compliance & Documentation

• Manage and maintain contracts, licenses, insurance policies, statutory permits, and other legal documentation related to company operations and events.
• Maintain accurate and up-to-date records of vendors, venues, service providers, office assets, and inventory.
• Coordinate with vendors to ensure compliance with contractual and statutory requirements.
• Ensure all administrative documentation is complete, organized, and readily accessible for audits and operational requirements.

3. Event Logistics & Operational Support

• Coordinate procurement, travel arrangements, accommodation, transportation, and other logistical requirements to support successful event execution.
• Be available to travel and provide on-ground administrative and logistical support at event venues whenever assigned.
• Coordinate movement of event materials, equipment, and documentation while ensuring timely delivery to event sites.
• Support event teams by managing vendor coordination, food & beverage arrangements, travel logistics, and administrative requirements before, during, and after events.

4. Budget Management & Cost Control

• Monitor and manage administrative budgets while ensuring optimum utilization of resources.
• Coordinate with the Finance team for invoice tracking, vendor payments, and budget reconciliation.
• Identify opportunities to improve administrative efficiency and implement cost-saving initiatives without compromising service quality.

5. Invoice Processing & Financial Controls

• Submit vendor invoices, particularly transport and travel-related bills, to Finance within agreed timelines.
• Verify all invoices against approved master sheets and supporting documentation before submission.
• Ensure invoice accuracy by validating rates, quantities, GST, TDS applicability, and vendor information.
• Maintain complete documentation supporting all administrative expenses.
• Submit cash expense statements and supporting bills promptly without requiring follow-ups.

6. Process Management & Documentation

• Maintain and regularly update the Administration Workflow Master Sheet and other operational trackers.
• Ensure all administrative processes, records, and documentation remain accurate, current, and easily accessible.
• Continuously improve documentation standards and process efficiency through regular reviews and updates.

7. Facility Management

• Ensure office premises, storage areas, and event support facilities are safe, functional, and well maintained.
• Coordinate housekeeping, repairs, maintenance, and vendor services to maintain a professional working environment.
• Ensure compliance with health, safety, and workplace cleanliness standards.

8. Communication & Responsiveness

• Demonstrate prompt responsiveness to calls, emails, messages, and internal requests during working hours.
• Maintain proactive communication with internal stakeholders, vendors, and event teams to ensure timely completion of tasks.
• Take ownership of assigned responsibilities and minimize the need for repeated follow-ups or reminders.
• Escalate issues proactively whenever timelines, budgets, or operational commitments are at risk.

Qualifications & Experience

Education

• Bachelor’s degree in business administration, Commerce, Management, or a related discipline.

Experience

• 4–6 years of experience in Administration, Office Operations, Event Administration, or Facilities Management.
• Experience in the Event Management, Experiential Marketing, Media, Hospitality, or Advertising industry will be preferred.

Key Competencies

• Strong organizational and multitasking skills.
• Excellent planning and coordination abilities.
• Attention to detail and documentation accuracy.
• Strong vendor management and negotiation skills.
• Financial discipline and administrative controls.
• Effective communication and stakeholder management.
• Ability to work under pressure and support multiple events simultaneously.
• High sense of ownership, accountability, and responsiveness.