Assistant Manager Administration

Assistant Manager – Administration

Departments: Housekeeping, Horticulture, Event Management & Canteen Operations.

1. Job Purpose

To oversee and coordinate day-to-day administrative and facility management activities, ensuring high standards of cleanliness, landscaping, event execution, and canteen services. The role involves managing service providers, staff, budgets, resources, and operational compliance to maintain a safe, hygienic, and well-organized workplace.

2. Key Responsibilities

A. Housekeeping Management

• Supervise daily housekeeping activities and ensure cleanliness and hygiene across offices, common areas, washrooms, meeting rooms, and other facilities.
• Monitor housekeeping staff attendance, duty allocation, grooming, and performance.
• Coordinate with housekeeping contractors and ensure adequate manpower, cleaning materials, and equipment.
• Conduct regular inspections and implement corrective actions to maintain service standards.
• Ensure proper handling, storage, and inventory control of housekeeping materials and consumables.
• Monitor waste segregation, disposal, and compliance with workplace hygiene and safety standards.
• Invoice verification & timely processing.
• Knowledge of ISO 9001:2005

B. Horticulture and Landscaping

• Manage gardening, landscaping, lawn maintenance, indoor plants, and green areas.
• Coordinate with horticulture teams and external gardening contractors.
• Monitor plant health, watering schedules, pruning, fertilization, pest control, and seasonal plantation activities.
• Ensure proper upkeep of gardens, landscaped areas, and outdoor spaces.
• Control horticulture expenses and maintain inventory of gardening tools, plants, fertilizers, and related materials.
• Promote sustainable practices, including water conservation and eco-friendly landscaping.
• Invoice verification & timely processing.

C. Event Management

• Plan, organize, and coordinate corporate events, meetings, conferences, employee engagement activities, celebrations, and official functions.
• Coordinate venue arrangements, seating, decorations, audio-visual equipment, catering, and housekeeping support.
• Liaise with internal departments, vendors, and service providers to ensure smooth event execution.
• Prepare event schedules, checklists, budgets, and resource requirements.
• Monitor vendor performance, service quality, and adherence to timelines.
• Ensure safety, cleanliness, and timely restoration of venues after events.
• Maintain event records, expense statements, and feedback for continuous improvement.
• Invoice verification & timely processing.

D. Canteen and Food Service Management

• Oversee daily canteen operations, food quality, service standards, and overall cleanliness.
• Coordinate with caterers, vendors, and canteen personnel to ensure timely and efficient meal services.
• Monitor food hygiene, storage practices, kitchen sanitation, and compliance with applicable food safety regulations.
• Conduct periodic inspections of food quality, menu standards, portion sizes, and service delivery.
• Review menu plans, employee feedback, pricing, and service efficiency.
• Monitor food consumption, wastage, stock levels, and inventory of canteen supplies.
• Verify vendor bills, service reports, and contractual obligations.
• Ensure appropriate pest control, waste disposal, and hygiene practices in dining and kitchen areas.

E. Vendor, Budget and Contract Management

• Manage housekeeping, horticulture, event, and canteen service providers.
• Monitor vendor performance against agreed service-level agreements (SLAs) and key performance indicators (KPIs).
• Assist in preparing annual budgets, cost estimates, purchase requisitions, and operational expense reports.
• Verify invoices and coordinate with Finance and Procurement for timely processing.
• Identify cost-saving opportunities without compromising service quality.
• Support vendor evaluation, contract renewals, and service improvement initiatives.

F. Team Management and Compliance

• Allocate duties, monitor attendance, and supervise outsourced and in-house personnel.
• Conduct routine inspections, team briefings, and performance reviews.
• Ensure compliance with company policies, workplace safety procedures, hygiene requirements, and applicable statutory regulations.
• Maintain records, checklists, inspection reports, incident logs, and monthly MIS.
• Coordinate with HR, Security, Finance, Procurement, and other departments to resolve operational issues.
• Respond promptly to employee complaints and ensure timely resolution of service requests.

3. Key Skills and Competencies

• Strong administrative and facility management skills.
• Vendor and contractor management.
• Team supervision and workforce coordination.
• Event planning and execution.
• Housekeeping, horticulture, and food service operations knowledge.
• Budgeting, cost control, and inventory management.
• Good communication, interpersonal, and problem-solving skills.
• Planning, multitasking, and time management.
• Proficiency in MS Office, Excel, reporting, and documentation.
• Strong focus on cleanliness, hygiene, safety, and customer satisfaction.
• Knowledge of ISO 9001:2005.

4. Educational Qualification

• Graduate in any discipline; a qualification in Hotel Management, Facility Management, Business Administration, or Hospitality Management is preferred.

5. Experience

• 3–6 years of experience in administration, facility management, hospitality, or related operations.
• Experience in managing housekeeping, horticulture, corporate events, and canteen services is preferred.
• Experience in vendor management, budgeting, team supervision, and service quality monitoring is desirable.

6. Key Performance Indicators (KPIs)

• Housekeeping inspection scores and hygiene standards.
• Quality and upkeep of gardens and landscaped areas.
• Timely and successful execution of events.
• Canteen food quality, hygiene, and employee satisfaction.
• Vendor SLA compliance and service delivery.
• Cost control and adherence to approved budgets.
• Timely closure of complaints and service requests.
• Compliance with safety, hygiene, and statutory requirements.
• Accuracy of inventory, invoices, and monthly MIS reports.

7. Overall Accountability

To ensure efficient, cost-effective, and high-quality delivery of housekeeping, horticulture, event management, and canteen services while maintaining workplace standards, employee satisfaction, safety, and operational excellence.