Assistant Manager Administration

Position: Assistant Manager – Administration Department: Administration Location: Gurgaon Experience: 4-7 years Salary: 50-60kRole Overview: - The Assistant Manager – Administration will oversee day-to-day administrative operations, ensure smooth office functioning, and provide IT, facility, travel, and event-related support. This role requires strong organizational skills, attention to detail, vendor management capabilities, and the ability to multitask in a fast-paced environment.Key Responsibilities:1. General AdministrationSupport company leadership and oversee all administrative department activities.Manage office operations including filing, mail handling, data entry, answering emails & calls.Order, store, and distribute office supplies and maintain adequate inventory.Maintain office equipment; coordinate repairs and replacements when required.Set up meeting rooms with required equipment including projectors and video conferencing.Ensure cleanliness, hygiene, and upkeep of the office at all times.Oversee facility management including maintenance, compliance, electrical, civil & carpentry work.2. IT & Technical SupportProvide user-level IT support for laptops, desktops, mobile phones, email configuration, and network connectivity.Oversee hardware/software allocation, asset management, and security compliance.Support IT-related issues such as attendance system errors or connectivity problems.3. Travel & Transport ManagementHandle travel administration including ticketing, hotel bookings, passport & visa processing.Manage company vehicles—maintenance, documentation, insurance, and driver coordination.Arrange ground transportation for staff and official events.4. DocumentationVerify, process, and file vendor invoices; maintain bill tracker and upload documents as required.Process employee reimbursements and claims as per policy.Support procurement by raising Purchase Orders (POs) and ensuring timely closures.Maintain updated documentation for AMCs, insurance, contracts, and service agreements.Assist HR with onboarding, seat allocation, basic stationery issuance, and system setup.Support internal training coordination and administrative tasks for new joiners.5. Event Support & OperationsAssist event teams in packing event materials, checking equipment functionality, and dispatching items to venues.Coordinate with logistics for delivery, return, reconciliation, and restocking of event materials.Manage stock and warehouse inventory for event-related supplies.6. Communication & Vendor ManagementManage communication devices (mobile phones, landlines, data cards, internet).Maintain strong vendor relationships for cost-effective services and timely support.Ensure AMCs and service contracts are renewed before due dates.7. Secretarial & Leadership SupportProvide secretarial assistance to the CEO/Director, including scheduling, travel, and correspondence.Competencies Required: Strong communication and interpersonal skillsAbility to manage conflicts and build stakeholder relationshipsVendor negotiation and cost-management skillsStrong problem-solving and decision-making abilityHigh integrity and ability to handle confidential informationExcellent organizational and multitasking capabilitiesAbility to work under pressure and deliver on timeGood analytical skills and attention to detailProficiency in Microsoft Office, Zoho, and basic IT toolsStandards of Performance: Adherence to office and procurement policiesUpdated and accurate inventory & asset recordsClean, safe, and well-maintained office environmentProper filing of all contracts, AMCs, and documentationZero missed deadlines for renewals or compliance tasksHigh-quality delivery of all administrative responsibilities

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