Opportunity Summary

The Administration Manager will be responsible for driving end-to-end administrative excellence and ensuring a seamless, efficient, and well-managed workplace environment at Biltrax. This role requires a highly proactive and accountable professional who can take complete ownership of office operations, facilities management, vendor ecosystems, and cost optimization.

The incumbent will play a critical role in maintaining business continuity by anticipating challenges, implementing structured processes, and ensuring swift resolution of all administrative concerns.

Role Overview

This is a leadership role within the administrative function, requiring strong execution capability, commercial acumen, and operational foresight. The Administration Manager will oversee all aspects of office infrastructure, facilities, vendor management, and workplace experience, ensuring high standards of efficiency, hygiene, safety, and functionality.

The role demands a solution-oriented mindset, strong follow-up discipline, and the ability to independently drive decisions and closures across multiple stakeholders.

Key ResponsibilitiesA. Office Operations & Facilities Management

• Take complete ownership of day-to-day administrative operations and overall office functioning.
• Ensure a well-maintained, safe, and employee-friendly workplace environment at all times.
• Oversee infrastructure readiness, including workspace planning, seating, utilities, and office assets.
• Drive preventive maintenance schedules for all facilities and equipment to minimize downtime.

B. Proactive Issue Management & Resolution

• Anticipate, identify, and resolve administrative and facility-related concerns without dependency.
• Handle critical issues such as:
• Water supply disruptions
• Washroom hygiene and maintenance
• HVAC (AC) servicing and breakdowns
• Electrical, housekeeping, and pantry-related concerns
• Ensure minimal business disruption through timely and effective interventions.

C. Vendor Management & Commercial Negotiation

• Manage end-to-end vendor lifecycle including onboarding, contracting, and performance evaluation.
• Lead commercial negotiations to ensure cost efficiency and value-driven partnerships.
• Establish service-level agreements (SLAs) and ensure strict adherence.
• Continuously evaluate vendors for quality, cost, and service improvements.

D. Stakeholder Management & Governance

• Act as the central point of contact for all administrative matters across the organization.
• Drive strong coordination with internal teams, leadership, and external stakeholders.
• Ensure timely follow-ups and closures, maintaining high accountability standards.
• Escalate critical issues with recommended solutions and action plans.

E. Budgeting, Cost Control & Reporting

• Develop and manage the administration budget, ensuring optimal utilization of resources.
• Track and control expenses related to facilities, vendors, and office operations.
• Identify opportunities for cost savings and process efficiencies.
• Prepare periodic MIS reports and dashboards using advanced Excel for management review.

F. Administrative Systems & Documentation

• Maintain comprehensive records of vendor contracts, invoices, compliance documents, and administrative data.
• Ensure structured documentation and audit readiness at all times.
• Leverage tools and systems to improve operational tracking and reporting efficiency.

G. Workplace Experience & Event Management

• Drive initiatives to enhance overall workplace experience and employee satisfaction.
• Plan and execute internal events, meetings, and engagement activities.
• Ensure seamless coordination of logistics, vendors, and execution standards.

H. Compliance, Safety & Risk Management

• Ensure adherence to all applicable administrative, safety, and facility-related regulations.
• Maintain workplace safety standards and emergency preparedness protocols.
• Conduct periodic audits and inspections to ensure compliance and risk mitigation.

I. Leadership & Process Improvement

• Bring structure, discipline, and continuous improvement to administrative processes.
• Identify gaps and implement scalable solutions for long-term efficiency.
• Demonstrate high ownership, decision-making ability, and operational leadership.

Key Skills & Competencies

• Strong Ownership & Accountability: Ability to independently manage and drive outcomes.
• Advanced Excel Proficiency: Expertise in reporting, data analysis, and MIS preparation.
• Vendor Management & Negotiation: Strong commercial acumen and cost optimization skills.
• Operational Excellence: Ability to manage complex administrative functions efficiently.
• Problem-Solving Mindset: Proactive and solution-driven approach.
• Stakeholder Management: Strong coordination and communication across levels.
• Attention to Detail: High accuracy in execution, documentation, and compliance.
• Crisis Management: Ability to handle urgent and unforeseen situations effectively.

Qualifications

• Bachelor’s degree in Business Administration, Operations, or a related field
• MBA/PGDM in Operations or Administration is an added advantage

Experience

• 4–8 years of experience in Administration, Facilities Management, or Office Operations
• Proven track record in handling end-to-end admin operations, vendor management, and cost control

Ideal Candidate Profile

• Highly proactive and execution-focused
• Strong in follow-ups and driving closure without supervision
• Hands-on and detail-oriented with a problem-solving attitude
• Capable of managing multiple priorities in a dynamic environment

Pay: ₹500,000.00 - ₹800,000.00 per year

Work Location: In person