Front Office Admin

JOB DESCRIPTION

Job Title	Administrative Executive/Manager
Department	Administration
Location	Minto Park, Kolkata
Reports To	CFO
Employment Type	Full-time

Job Summary:

Administrative Manager to oversee all aspects of administrative operations across the organization. This role requires a strategic thinker who can implement systems, manage office infrastructure, support cross-functional teams, and ensure that all administrative processes contribute to operational efficiency and organizational success. The ideal candidate will have a strong background in office administration, vendor and facilities management, team supervision, and cross-departmental coordination.

Key Responsibilities:

1. Office Operations Management

• Oversee day-to-day office operations across multiple departments or locations.
• Develop, implement, and maintain office administrative systems, policies, and procedures.
• Monitor and maintain office equipment and ensure timely repairs or replacements.
• Ensure a clean, safe, and productive work environment by managing office cleanliness, workspace allocation, and workplace health and safety compliance.

2. Team Supervision and Development

• Lead and supervise a team of administrative staff, including office assistants, Front Office and support staff.
• Assign roles, delegate responsibilities, and monitor performance.
• Conduct regular training and performance reviews; identify skill gaps and organize development plans.
• Foster a professional and supportive team culture.

3. Facility, Asset & Housekeeping Management

Office & Utilities Maintenance:

• Oversee day-to-day maintenance of office infrastructure, including HVAC, electrical, plumbing, and other utilities.
• Ensure smooth operation of all facilities, minimizing downtime and disruptions.
• Monitor and maintain office equipment, fixtures, and furniture in good working condition.

Safety & Security:

• Implement and monitor security protocols for personnel and assets.
• Maintain fire safety measures, conduct periodic drills, and manage emergency response plans.
• Ensure compliance with workplace safety regulations, health, and environmental standards.

Asset Management:

• Maintain a comprehensive inventory of all fixed assets, including furniture, IT equipment, and office appliances.
• Track asset life-cycle, coordinate repairs, replacements, and upgrades with IT, procurement, or external vendors.
• Maintain records for asset acquisition, disposal, and depreciation.

Housekeeping Supervision & Maintenance:

• Supervise housekeeping staff to ensure cleanliness and hygiene across all office areas, including workstations, meeting rooms, restrooms, and common areas.
• Monitor cleaning schedules, laundry, waste management, and pest control services.
• Ensure availability and proper maintenance of housekeeping equipment and consumables.
• Conduct periodic inspections and audits to maintain high standards of hygiene and organization.

4. Administrative Reporting & Coordination:

• Prepare and maintain various administrative reports, including:
• Utility consumption and cost reports - Track and record monthly consumption of electricity, water, diesel (for DG sets), and other utilities used across office premises.
• Digital and physical records of all utility bills, receipts, and payment proofs.
• Monthly utility cost dashboards and submit them to management for review.
• Security and incident reports
• Housekeeping and cleaning schedules
• Vendor and service provider performance reports

5. Vendor and Contract Management:

• Manage relationships with external vendors and service providers (e.g., housekeeping, security, stationery, courier, etc.).
• Review and negotiate contracts, ensuring terms are cost-effective and services are delivered as agreed.
• Maintain a vendor database and ensure timely renewals and compliance.

6. Procurement and Inventory Control:

• Manage procurement of office supplies, equipment, and consumables.
• Develop and monitor budgets for administrative purchases and ensure cost efficiency.
• Maintain inventory logs, track usage, and implement reordering systems.

7. Compliance and Documentation:

• Ensure adherence to internal policies and external legal or regulatory requirements.
• Maintain accurate records related to administration: lease agreements, service contracts, office licenses, etc.
• Coordinate audits, inspections, and compliance checks related to facilities and administration.

8. Travel and Event Coordination:

• Manage travel arrangements including flight bookings, accommodations, transportation, and travel reimbursements.
• Organize company events, meetings, off-sites, and conferences; handle logistics and administrative support.

9. Budgeting and Reporting:

• Develop and monitor the administration department budget.
• Prepare monthly, quarterly, and annual reports on administrative costs, efficiency improvements, and team performance.
• Recommend cost-saving initiatives and resource optimization strategies.

Qualifications and Skills:

Education:

• Bachelor's degree in Business Administration, Management, Facilities Management, or a related field.
• A Masters degree or diploma in Office Management / Operations (preferred but not mandatory).

Experience:

• Minimum 5-12 years of progressive experience in administrative or office management roles, with at least 3 years in a supervisory capacity.
• Experience in managing multi-location offices or large teams is highly desirable.

Technical Skills:

• Proficient in Microsoft Office Suite (Excel, Word, PowerPoint, Outlook).
• Familiarity with office management software, ERP systems (e.g., SAP, Oracle, Zoho), and digital procurement tools.
• Knowledge of local labour laws, office safety norms, and compliance regulations.

Soft Skills:

• Strong leadership, team-building, and interpersonal skills.
• Excellent verbal and written communication skills.
• High attention to detail with excellent organizational and problem-solving abilities.
• Ability to multitask and prioritize in a fast-paced environment.
• Discreet, trustworthy, and able to handle confidential information professionally.

Benefits:

• Performance-based incentives and annual appraisals.
• Opportunities for training and professional development.

Role	Head - Administration
Industry Type	NBFC
Department	Administration & Facilities
Employment Type	Full Time, Permanent
Role Category	Administration

Education:

UG	Any Graduate
PG	MBA/PGDM in Any Specialization

Key Skills:

Skills highlighted with ‘ are preferred key skill:

• Administrative Operations
• Vendor & Stakeholder Management
• Facility Management
• Vehicle Management
• Office Administration
• Problem Solving
• Travel Management
• Vendor Coordination
• Multitasking
• Security Management
• Record Keeping & Documentation
• Housekeeping Management

End of Job Description