Illusion Dental Lab - Senior Manager - Administration

Job Title: Senior Manager - Administration

Job Purpose:

- The Senior Manager of Administration plays a key role in overseeing and managing all administrative functions within the organization.

- The role is responsible for ensuring the efficient operation of administrative processes, facilities management, vendor coordination, and team supervision.

- This position requires strong leadership, excellent organizational skills, and effective collaboration with various departments to support the organization's overall objectives.

Roles & Responsibilities:

1. Administration Oversight

- Develop and implement administrative policies, procedures, and systems.

- Oversee daily administrative operations including office management, mail distribution, facility maintenance, and supplies inventory.

2. Facilities & Operations Management

- Manage facilities for office and factory locations.

- Oversee building maintenance, infrastructure upkeep, and repair activities.

- Plan and execute preventive and seasonal maintenance schedules.

3. Housekeeping, Security & Safety

- Supervise housekeeping staff and ensure hygiene standards are met.

- Manage security operations, access control, and safety protocols.

- Oversee fire safety systems, conduct fire drills, and ensure statutory compliance.

4. Canteen & Fleet Management

- Monitor canteen operations, hygiene standards, and cost control.

- Oversee fleet management, including company vehicles, drivers, and transportation logistics.

5. Factory Compliance & Administrative Operations

- Ensure adherence to factory laws, compliance norms, and regulatory requirements.

- Coordinate factory inspections, documentation, and statutory audits.

6. Audit, Compliance & Legal Coordination

- Support internal and external audits across admin functions.

- Ensure compliance with legal, statutory, and company policies.

- Maintain documentation for audits, licenses, and certifications.

7. Vendor & Contract Management

- Manage vendors, service providers, and evaluate vendor performance.

- Negotiate contracts and ensure adherence to service level agreements (SLAs).

- Oversee contracts related to housekeeping, security, pest control, canteen, and facility services.

8. Budget & Cost Management

- Prepare and monitor the administration budget.

- Implement cost-saving initiatives and enhance operational efficiency.

9. Asset & Inventory Management

- Manage company assets, tagging, maintenance tracking, and disposal.

- Oversee administrative inventory including office supplies and consumables.

10. Travel Desk Management

- Supervise travel desk operations, bookings, and vendor coordination.

- Ensure travel policy compliance and cost optimization.

11. Event Coordination

- Plan and manage corporate events, employee engagement activities, and visitor management.

12. Team Handling & Leadership

- Lead and manage the administration team across multiple locations.

- Provide training, guidance, and performance management.

13. Cross-Functional Collaboration

- Partner with HR, Finance, Operations, EHS, and other departments for administrative support.

14. Continuous Improvement

- Drive process improvements to enhance facility operations and administrative efficiency.

- Implement best practices and automation tools where applicable.

Education & Experience:

- Bachelor's degree in Business Administration, Management, or related field; Master's degree preferred.

- Minimum 7 years of experience in administrative management, including senior leadership roles.

- Strong leadership and people-management skills.

- Excellent communication and interpersonal skills.

- Solid understanding of facilities management and health & safety regulations.

- Proven ability to manage budgets, negotiate contracts, and drive cost-saving initiatives.

- Strong analytical and problem-solving skills with a continuous improvement mindset.

- Ability to manage multiple tasks and meet deadlines in a fast-paced environment.

- Proficiency in Microsoft Office Suite and relevant software applications.

- Certification in facilities management or related field is an added advantage.

Company Websites:

- Illusion Dental Lab: http://www.illusiondentallab.com/

- Laxmi Dental: http://www.laxmidental.com/

- Illusion Aligners: https://www.illusionaligners.com/