Admin officer/ Manager (Pune -South)

Location: Pune (NIBM, South)
Experience Required: 5+ years in administrative management
Reporting To: CHRO

Job Summary:

We are looking for an experienced Admin officer/ Manager to oversee administrative operations, vendor management, facility management, housekeeping, and soft services for our real estate business. The ideal candidate will ensure smooth office and property operations, manage service providers, and maintain high standards of facility upkeep.

Key Responsibilities:

1. Vendor & Procurement Management:

• Identify, onboard, and manage vendors for facility maintenance, housekeeping, security, and other services.
• Negotiate contracts, service agreements, and payment terms with vendors.
• Monitor vendor performance and ensure adherence to service level agreements (SLAs).
• Maintain records of vendor contracts, invoices, and service history.

2. Housekeeping & Facility Management:

• Ensure proper maintenance and cleanliness of office premises and real estate properties.
• Supervise housekeeping staff and monitor cleaning schedules.
• Oversee facility repairs, upkeep, and renovation work.
• Conduct regular inspections to ensure compliance with safety and hygiene standards.

3. Soft Services Management:

• Oversee security, front desk management, mailroom operations, and hospitality services.
• Manage office supplies, pantry services, and utility management.
• Ensure smooth functioning of office equipment and infrastructure.
• Implement energy-saving initiatives and cost optimization strategies.

4. Office Administration & Operations:

• Manage daily office operations, workflow, and administrative support.
• Maintain property documents, agreements, and legal records.
• Ensure compliance with real estate regulations and company policies.
• Assist HR with employee onboarding, attendance tracking, and administrative policies.

5. Financial & Budget Management:

• Prepare and monitor the administrative budget, including vendor payments and facility expenses.
• Track housekeeping and facility-related costs for cost control and efficiency.
• Ensure timely processing of invoices, contracts, and utility bills.

6. Coordination & Compliance:

• Liaise with property managers, tenants, and service providers for smooth facility operations.
• Ensure all properties comply with health, safety, and regulatory requirements.
• Support real estate teams with documentation, leasing, and sales administration.

Qualifications & Skills:

• Bachelor's degree in Business Administration, Facility Management, or a related field.
• 5+ years of experience in administration, vendor management, and facility operations.
• Strong knowledge of real estate facility management, soft services, and housekeeping.
• Experience in contract negotiation and vendor coordination.
• Excellent communication, organizational, and problem-solving skills.
• Proficiency in MS Office (Excel, Word, PowerPoint) and facility management software.