Administration Assistant

Job Title: Assistant Manager - Administration & Facilities

Shift: UK shift
Department: Administration / Facilities Management

Role Summary

The 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 Responsibilities

1. Facilities & Infrastructure Management

• Oversee 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 Services

• Manage 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 Coordination

• Manage 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 Management

• Handle 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 Compliance

• Act 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 & Documentation

• Ensure 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 Support

• Act as the primary point of contact for employees for admin and facilities-related concerns during 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 & Experience

• Bachelor's degree in Business Administration, Facilities Management, or a related field.
• Safety certification (Fire & Safety / NEBOSH / IOSH / equivalent) preferred.
• 3 - 5 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 & Competencies

• Strong organizational and multitasking skills
• Vendor negotiation and contract management
• Working knowledge of safety, health, and administrative compliance
• Excellent communication and stakeholder management
• Cost control and budget management
• Proficiency in MS Office and basic MIS reporting
  

Behavioral Expectations

• Hands-on and solution-oriented
• High ownership and accountability
• Strong attention to detail
• Service-oriented mindset
• Ability to work independently and manage day-to-day operation