Job Details
- Job Title: Assistant Manager - Administration
- Industry: Hospitality
- Function - Administrative
- Experience Required: 6-8 years
- Employment Type: Full Time
- Job Location: Gurgaon
- CTC Range: Best in Industry
Preferred Skills: Office Administration & Facilities Management, Corporate Travel Management (Domestic & International) + Hotel Bookings, Vendor Management, Procurement & Cost Control, Pantry Management & Housekeeping Staff Supervision, Office Events & Employee Experience Support, Front Desk, Courier & Visitor Management, Governance, Reporting & Process Improvement, Provide calendar management for CEO & CFO
Criteria
1. Must have at least 5 years of experience in Office Administration & Facilities Management
2. Must have handled Corporate Travel Management (Domestic & International) + Hotel Bookings
3. Must have experience in Vendor Management, Procurement & Cost Control
4. Should have handled Pantry Management & Housekeeping Staff Supervision
5. Should have experience in providing calendar management for leadership team like CEO & CFO
Job Description
Office Administration & Facilities Management
• Own end-to-end office operations ensuring a clean, safe, organised and employee-friendly workplace.
• Manage office assets, stationery, supplies and consumables; maintain inventory controls and timely replenishment.
• Coordinate all facility maintenance (electrical, plumbing, HVAC, internet, printers, AMC services, etc.) through vendors.
• Ensure timely resolution of workplace issues raised by employees; track closure through a tracker.
• Drive adherence to workplace policies (visitor management, access control, safety protocols, hygiene standards).
• Coordinate office layout requirements, seating changes, and workspace readiness for new joiners.
Corporate Travel Management (Domestic & International) + Hotel Bookings
• Manage end-to-end travel arrangements: flight/train bookings, hotel bookings, local transport and itinerary coordination.
• Handle international travel requirements including visa documentation, invitation letters, insurance, forex, and compliance.
• Coordinate with travel partners / portals; ensure cost-effective options and timely confirmations.
• Maintain travel trackers, reconcile expenses, and ensure policy adherence.
• Support timely reimbursement documentation and closure.
Vendor Management, Procurement & Cost Control
• Identify, onboard and manage vendors for housekeeping, pantry, security, maintenance, courier, cab, hotels, etc.
• Negotiate commercial terms, renewals and AMCs to ensure best value and service levels.
• Maintain vendor database, contracts, invoices, SLAs and performance scorecards.
• Raise POs / approvals as per internal process and coordinate timely payments with Finance.
• Track monthly administrative spends vs budget and highlight variances with corrective actions.
Pantry Management & Housekeeping Staff Supervision
• Manage pantry operations including vendor coordination, supplies, hygiene and service standards.
• Supervise housekeeping staff / agency; define daily checklists and ensure consistent cleanliness standards.
• Ensure meeting rooms, workstations and common areas are maintained at all times.
• Coordinate periodic deep cleaning, pest control and hygiene audits
Office Events & Employee Experience Support
• Plan and execute office events such as townhalls, celebrations, leadership visits, workshops, and engagement activities.
• Coordinate logistics including venue setup, catering, gifts, vendor arrangements and on-day execution.
• Support corporate gifting requirements for leadership, employee milestones and business needs.
Front Desk, Courier & Visitor Management
• Manage visitor handling ensuring a professional welcome experience and adherence to access and security protocols.
• Handle incoming/outgoing couriers (domestic & international), tracking, and customs documentation (where required).
• Maintain courier registers and ensure confidentiality of sensitive shipments.
Select HR Operations Support (as required)
• Support People team with operational HR tasks such as onboarding logistics, ID cards/access, background verification coordination, joining kits and policy sign-offs.
• Assist with HR documentation, vendor coordination (medical, insurance, training, etc.) and employee helpdesk support.
• Support coordination for HR calendars (training sessions, inductions, engagement initiatives) and follow-ups.
Governance, Reporting & Process Improvement
• Build and maintain admin trackers: vendor SLAs, housekeeping checklist, pantry supplies, travel logs, inventory and expense tracker.
• Review processes periodically and propose improvements to reduce cost, improve employee experience and strengthen controls.
• Maintain confidentiality and professional conduct while handling sensitive information.
Provide calendar management for CEO & CFO
• Manages complex calendars, schedule and prioritize meetings, appointments, and travel arrangements for the CEO and CFO
• Manage conflicting schedules and adjust plans as necessary
Handling Critical Communications
• Act as a liaison between the CEO, CFO, and other departments within the organization
• Coordinate and communicate with the international team for various things such as events, travel, calendar management, and other matters
• Respond to phone and email inquiries with professionalism and discretion
• Handle sensitive information and maintain confidentiality at all times
• Draft and distribute corporate communications as necessary
Experience:
7+ years of experience in Office Administration, Facilities Management, Travel Management, etc.
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