Office Administration Manager

Job Description: Manager - Administration

Experience: 10–12 Years

Location: Noida, India

Education

• Bachelor's degree in Engineering (Mechanical, Electrical, Civil, Industrial or related discipline) is preferred.
• MBA or PGDM in Operations, Facilities Management, Administration, or a related field is an added advantage.
• Consistently strong academic record from a reputed institution.

Role Summary

We are seeking a dynamic and highly professional Manager - Administration to oversee end-to-end site administration and workplace operations. The ideal candidate should have a strong technical background combined with extensive experience in managing soft services, ensuring an exceptional employee experience while maintaining operational excellence, compliance, and cost efficiency.

The candidate should possess excellent stakeholder management skills, a customer-centric mindset, strong leadership capabilities, and a polished personality to effectively interact with senior leadership, employees, and external service providers.

Key Responsibilities:

Site Administration & Facility Operations

• Lead day-to-day administration of the site, ensuring smooth and efficient operations.
• Manage workplace services, employee amenities, and overall office infrastructure.
• Develop and implement administration policies, processes, and service standards.
• Ensure high levels of workplace safety, cleanliness, and operational excellence.

Soft Services Management

• Manage housekeeping, pantry, cafeteria, reception, mailroom, transportation coordination, landscaping, and pest control services.
• Monitor vendor performance through defined KPIs and Service Level Agreements (SLAs).
• Conduct regular audits to ensure service quality and continuous improvement.
• Drive initiatives to enhance employee workplace experience.

Vendor & Contract Management

• Manage multiple facility and administration vendors.
• Negotiate contracts and ensure cost optimization without compromising service quality.
• Track vendor performance and ensure contractual compliance.
• Review invoices, budgets, and operational expenditures.

Technical Coordination

• Coordinate with Engineering and Technical Facility Management teams for preventive and corrective maintenance.
• Support infrastructure upgrades, office renovations, and workspace expansion projects.
• Understand building systems including HVAC, electrical, plumbing, fire safety, access control, and BMS to coordinate effectively with technical teams.

Compliance & Safety

• Ensure compliance with statutory, environmental, health & safety, and security requirements.
• Support internal and external audits.
• Drive emergency preparedness, business continuity, and crisis management activities.

Stakeholder Management

• Partner with Business Leaders, HR, IT, Security, Procurement, and Finance teams.
• Handle employee escalations professionally and ensure timely resolution.
• Deliver high-quality workplace services aligned with business expectations.

Budget & Cost Control

• Prepare and manage annual administration budgets.
• Monitor operational expenses and identify opportunities for cost optimization.
• Drive continuous improvement initiatives to improve operational efficiency.

Desired Candidate Profile

• 10–12 years of experience in Site Administration, Facility Management, or Corporate Administration.
• Strong technical background with experience working alongside Engineering or Technical Facility teams.
• Proven expertise in managing soft services across large corporate offices, technology centers, manufacturing plants, or multinational organizations.
• Excellent leadership and people management skills.
• Strong vendor and stakeholder management experience.
• Exceptional communication, presentation, and interpersonal skills.
• Customer-focused with strong problem-solving and decision-making abilities.
• High level of professionalism, executive presence, and a positive personality.
• Experience in workplace transformation or employee experience initiatives will be an advantage.

Key Competencies

• Leadership
• Site Administration
• Soft Services Management
• Facility Operations
• Vendor Management
• Budget Management
• Technical Coordination
• Workplace Experience
• Compliance & Safety
• Stakeholder Management
• Negotiation
• Communication & Executive Presence
• Problem Solving
• Customer Orientation
• Continuous Improvement