Assistant Manager - Administration

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 & CFOCriteria1. Must have at least 5 years of experience in Office Administration & Facilities Management2. Must have handled Corporate Travel Management (Domestic & International) + Hotel Bookings3. Must have experience in Vendor Management, Procurement & Cost Control4. Should have handled Pantry Management & Housekeeping Staff Supervision5. Should have experience in providing calendar management for leadership team like CEO & CFOJob DescriptionOffice 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.