Job Title

Assistant Manager – Administration & FacilitiesShift Time: UK Shift (10-hour shift including a 1-hour break)Role SummaryThe Assistant Manager – Administration & Facilities is responsible for the effective day-to-day management of office administration, facilities, housekeeping, parking, procurement, safety & health, and statutory administrative compliance. This role ensures a safe, efficient, compliant, and well-maintained workplace that supports business continuity and employee productivity.The position requires strong vendor management, compliance awareness, process discipline, and hands-on operational oversight in a fast-paced corporate environment.Key Responsibilities1. Facilities & Infrastructure ManagementOversee daily operations of office facilities, including workstations, meeting rooms, utilities, power backup, lighting, and common areas.Coordinate preventive and corrective maintenance with landlords, building management, and vendors.Ensure optimal office layout, space utilization, and readiness for business needs.Conduct regular facility audits and ensure timely issue resolution.2. Housekeeping & Office ServicesManage housekeeping vendors to ensure cleanliness, hygiene, and sanitation standards across office premises.Monitor cleaning schedules, deep cleaning activities, pest control, and waste management.Ensure availability of office supplies, pantry items, and consumables.Address employee feedback related to cleanliness and office services promptly.3. Parking & Transport CoordinationManage employee and visitor parking allocation and discipline.Coordinate with building management/security for parking access, passes, and compliance.Resolve parking-related issues and maintain updated parking records.4. Procurement & Vendor ManagementHandle procurement of administrative supplies, services, and minor assets in line with approved budgets.Float RFQs, evaluate vendor quotations, negotiate commercial terms, and finalize vendors.Manage vendor contracts, SLAs, renewals, and performance evaluations.Maintain accurate records of purchases, invoices, and vendor documentation.5. Safety, Health & Workplace ComplianceAct as the designated Safety Officer / Safety SPOC for the office.Ensure compliance with workplace safety, fire safety, and occupational health standards.Coordinate fire drills, safety audits, and emergency preparedness initiatives.Liaise with building management and safety officers to address safety gaps.Maintain safety documentation, incident logs, and compliance records.6. Administrative Compliance & DocumentationEnsure adherence to applicable administrative and labor-related compliances impacting facilities and office operations.Maintain statutory registers, licenses, and records related to facilities and admin operations (as applicable).Support internal and external audits related to administration and facilities.Prepare periodic MIS reports on admin expenses, vendor performance, and compliance status.7. Stakeholder & Employee SupportAct as the primary point of contact for employees for admin and facilities-related concerns during the day shift.Coordinate with HR, IT, Security, and Operations teams for smooth office functioning.Support onboarding/offboarding activities related to access cards, seating, lockers, and assets.Ensure high levels of service responsiveness and employee satisfaction.Qualifications & ExperienceBachelor’s degree in Business Administration, Facilities Management, or a related field.Safety certification (Fire & Safety / NEBOSH / IOSH / equivalent) preferred.5–8 years of experience in administration and facilities management, preferably in BPO, IT, or corporate environments.Prior experience managing vendors, housekeeping, procurement, and compliance.Strong understanding of workplace safety and facility operations.Skills & CompetenciesStrong organizational and multitasking skillsVendor negotiation and contract managementWorking knowledge of safety, health, and administrative complianceExcellent communication and stakeholder managementCost control and budget managementProficiency in MS Office and basic MIS reportingBehavioral ExpectationsHands-on and solution-orientedHigh ownership and accountabilityStrong attention to detailService-oriented mindsetAbility to work independently and manage day-to-day operations