HR & Admin Manager

HR & Admin Manager

About the Company

Headquartered in Mumbai, our company is a leading asset management platform overseeing an industry-leading portfolio of 20+ million sq. ft. of Grade A commercial assets. With a strong presence across Mumbai, Delhi, Bangalore, Chennai, and Ahmedabad, we are redefining commercial real estate with world-class standards of infrastructure, operations, and workplace experience. Our commitment to excellence, sustainability, and employee well-being sets us apart in the industry.

Job Purpose

We are seeking a highly organized, proactive, and senior HR & Administration Manager to oversee and streamline administrative operations across our pan-India offices. This role is critical in ensuring seamless workplace management, vendor coordination, travel administration, facility upkeep, and employee engagement while driving operational excellence, cost optimization, and compliance.

The ideal candidate will bring strong leadership skills, deep expertise in corporate administration, and the ability to foster an efficient, employee-centric workplace aligned with our organizational goals.

Key Responsibilities

1. Travel Management

- Lead the end-to-end travel function including air, hotel, and ground bookings through third-party vendors, ensuring compliance with travel policies.

- Oversee vendor invoicing, billing accuracy, and reconciliation in line with financial and compliance protocols.

- Build and maintain strong partnerships with travel vendors, ensuring high SLA performance, issue resolution, and cost efficiency.

- Prepare travel analytics reports for management with insights on cost trends, compliance, and vendor performance.

2. Inventory & Asset Management

- Establish and monitor inventory systems for stationery, pantry, merchandise, cutlery, and consumables, ensuring zero shortages and timely procurement.

- Conduct periodic stock audits, optimize usage patterns, and forecast requirements to drive efficiency.

- Coordinate with vendors to refine menus, supplies, and procurement processes while maintaining service quality and cost control.

- Deliver inventory management reports with actionable insights on utilization and optimization.

3. Office & Facility Management

- Design and implement comprehensive maintenance schedules for cleanliness, safety, and infrastructure upkeep across all offices.

- Manage office space planning, seating layouts, and workplace optimization in line with growth requirements.

- Oversee technical system upkeep, safety compliance, hygiene standards, and repair activities across multiple locations.

- Drive facility audits, asset inspections, and compliance checks to ensure world-class office environments.

- Report to senior management on facility performance, maintenance costs, upgrades, and cost-saving initiatives.

4. Vendor & Contract Management

- Build and manage strong vendor partnerships across travel, facilities, cafeteria, and maintenance.
- Negotiate contracts with a focus on best value, service delivery, and compliance.

- Conduct vendor performance reviews, ensuring adherence to KPIs, SLAs, and service standards.

- Maintain vendor documentation, agreements, and renewal schedules, ensuring legal and financial compliance.

5. Budgeting & Expense Control

- Support preparation and monitoring of administrative budgets (travel, food, office maintenance).

- Ensure timely vendor payments, expense tracking, and accurate financial reporting in collaboration with the finance team.

- Provide weekly, monthly, and quarterly MIS reports on admin expenses, highlighting risks, savings, and variances.

6. Event & Engagement Management

- Plan and execute corporate events, offsites, town halls, training programs, celebrations, and conferences.

- Manage logistics, vendor coordination, catering, and travel arrangements to ensure smooth execution.

- Maintain a reliable database of event vendors and planners for cost-effective and high-quality event management.

7. Team & People Management

- Lead and mentor administrative staff across multiple locations, driving high standards of service and ownership.

- Manage third-party support staff, ensuring productivity, attendance, and compliance with organizational norms.

- Foster a culture of customer service, accountability, and continuous improvement across the admin function.

- Align all administrative practices with the companys ESG and EHS frameworks.

Qualifications & Skills

Education:

- Bachelors degree in Business Administration, Hospitality, Management, or related field.

- MBA/PGDM in HR/Operations will be an advantage.

Experience

- 8-12 years of progressive experience in Administration, HR, or Corporate Services, with at least 3-4 years in a managerial role.

- Strong exposure to hospitality, travel management, facility operations, and vendor negotiations.

- Experience managing multi-location offices and diverse administrative teams is highly preferred.

Core Skills

- Proficiency in MS Office Suite (Excel, Outlook, PowerPoint).

- Strong communication and interpersonal skills with the ability to engage stakeholders at all levels.

- Excellent vendor management, negotiation, and conflict resolution skills.

- High level of ownership, attention to detail, and process orientation.

- Financial acumen in managing budgets, contracts, and expense control.

- Strong people management and leadership capabilities.

- Ability to remain calm, professional, and solution-oriented under pressure.