AM/DM Administration

Job Title (Role): Administration

Designation: Assistance Manager/ Deputy Manager

Reports To: Sr.Manager

Department: Administration

Section: Administration

Location: Pipavav, Gujarat

2 - Job Summary and Purpose

The Assistant Manager / Deputy Manager – Administration is responsible for overseeing and supporting day-to-day administrative operations to ensure smooth functioning of facilities, services, and support systems across the organization. The role focuses on coordination, compliance, vendor management, facility administration, and employee support, ensuring efficiency, cost control, and adherence to company policies while maintaining a safe and organized workplace.

3 – Key Responsibilities and Accountabilities

Administrative Operations: Oversee and manage daily administrative functions including office operations, facility management, housekeeping, security, transport, and canteen services.

Facility & Infrastructure Management: Ensure proper maintenance and upkeep of buildings, utilities, equipment, and common facilities through coordination with internal teams and external service providers.

Vendor & Contract Management: Manage vendors for administrative services; negotiate contracts, monitor service quality, validate invoices, and ensure adherence to agreed service levels.

Statutory Compliance & Documentation: Ensure compliance with applicable statutory requirements related to administration; maintain licenses, records, and documentation as per legal and organizational standards.

Employee Support Services: Provide administrative support to employees including access control, ID cards, transport coordination, accommodation support, and workplace facilities.

Asset & Inventory Management: Maintain records of office assets, furniture, equipment, and consumables; ensure proper utilization, periodic verification, and control.

Budgeting & Cost Control: Assist in preparing administrative budgets, monitor expenses, implement cost-control measures, and prepare MIS and management reports.

Internal Coordination & Liaison: Coordinate with HR, Finance, Security, Safety, and other departments to ensure seamless administrative support and issue resolution.

Health, Safety & Workplace Standards: Support implementation of safety, security, hygiene, and workplace discipline standards within administrative areas.

4 – Qualifications, Experience and Skills

Preferred Qualifications:

Any Graduate from a recognized university.

Preferred Experience

7–12 years of relevant experience in Administration / Facility Management.

Functional and Behavioral Competency:

Functional:

1. Knowledge of administration and facility management
2. Vendor management and negotiation skills.
3. Understanding of statutory compliance
4. Proficiency in MS Office
5. Budgeting and reporting skills

Behavioral:

1. Leadership and accountability.
2. Strong communication and coordination skills.
3. Teamwork and collaboration
4. Time management
5. Proactive and adaptable approach