Assistant Manager Administration And Facilities

• Role Purpose
• To manage end-to-end administration, infrastructure, facilities, stores, logistics, procurement,
• compliance and safety operations across assigned locations. The role will ensure smooth day-to-day
• operations, timely resolution of facility issues, cost efficiency, statutory compliance and high service
• standards for internal stakeholders.
• Key Responsibilities
• 1. Infrastructure & Facilities Management

• Manage end-to-end infrastructure and facility operations across assigned centres/offices.
• Ensure uninterrupted availability of essential infrastructure and timely resolution of operational issues.
• Coordinate preventive and corrective maintenance of electrical, civil, HVAC, plumbing and other facility requirements.
• Monitor infrastructure projects and ensure timely delivery as per approved timelines.
• Minimise operational downtime and ensure business continuity.

2. Store & Logistics Management

• Manage end-to-end store and logistics operations including material receipt, storage, movement and dispatch.
• Maintain accurate inventory records and control stock discrepancies/shrinkage.
• Ensure timely delivery of materials to centres and internal stakeholders.
• Coordinate with vendors and logistics partners for smooth movement of materials.
• Maintain proper documentation and inventory controls.

3. Stationery & Housekeeping Management

• Ensure adequate availability of stationery and other regular consumables.
• Manage housekeeping services and monitor service quality across assigned locations.
• Ensure zero stock-outs and timely replenishment of essential materials.
• Track internal user satisfaction and address service-related concerns.

4. Printing & Material Distribution

• Coordinate printing, binding and distribution of modules/materials for CET, ICSE and other academic requirements.
• Ensure accuracy and quality of printed materials.
• Coordinate with printing vendors and internal stakeholders to meet distribution timelines.
• Minimise printing/binding errors and delays.

5. Centre Facilities Coordination

• Act as the key coordination point for facility-related issues raised by centres.
• Track facility tickets/complaints and ensure timely closure.
• Prioritise critical issues and ensure resolution within defined timelines.
• Maintain preventive maintenance schedules and follow up on pending actions.

6. Utility Bills & Payment Management

• Coordinate processing of electricity, water, internet and other utility bills.
• Ensure bills are processed and paid within timelines.
• Maintain proper records of bills, payments and supporting documents.
• Prevent late fees, penalties and service disruptions.

7. Compliance Management

• Ensure required facility, statutory and operational compliances are maintained across locations.
• Maintain compliance trackers, certificates, licences and related documentation.
• Coordinate with relevant internal teams, vendors and authorities for compliance requirements.
• Ensure audit readiness and timely closure of compliance observations.

8. Safety & Material Audits

• Conduct and coordinate periodic safety, fire and material/inventory audits.
• Identify operational and safety risks and ensure corrective actions.
• Maintain audit records and track closure of observations.
• Ensure completion of scheduled fire and stock audits.

9. Procurement & Vendor Management

• Manage procurement of facility, stationery, maintenance and other administrative requirements.
• Obtain and compare vendor quotations to ensure competitive pricing.
• Negotiate with vendors for cost-effective procurement and better service terms.
• Monitor vendor performance, quality, timelines and service levels.
• Identify opportunities for year-on-year cost optimisation.

10. Local Events & Brand Support

• Provide end-to-end administrative and logistical support for local events and initiatives.
• Coordinate venue, infrastructure, material, housekeeping, logistics and other event requirements.
• Ensure smooth execution of events as per planned timelines.
• Coordinate with internal stakeholders and external vendors during events.

Required Skills & Competencies

• Strong administration and facilities management skills
• Vendor and contract management
• Procurement and negotiation skills
• Inventory and logistics management
• Compliance and audit management
• Problem-solving and issue resolution
• Cost control and budget management
• Strong coordination and stakeholder management
• Good Excel/MIS and reporting skills
• Ability to manage multiple locations and priorities

Experience & Qualification

• Graduate degree in any relevant discipline; MBA/PGDM in Operations, Administration or related field will be an advantage.
• 5–8 years of relevant experience in administration, facilities, infrastructure, procurement, stores or operations.
• Experience in managing multiple locations/centres will be preferred.
• Candidates with experience in education, retail, hospitality, corporate facilities or similar multi-location environments would be preferred.

• Role Expectations
• The role requires a hands-on approach with strong ownership of operational continuity, service
• quality, cost efficiency, compliance and timely issue resolution across all assigned facilities and
• locations.