Administrative Specialist

JOB TITLE: Administrative Manager

The Administrative Manager will oversee all administrative and site support operations for a luxury residential development project in Gurugram, India, consisting of 8 high-end apartment towers with a total built-up area of approximately 690,000 m. Reporting to the Project Director/Project Manager, the Administrative Manager will ensure the smooth functioning of site administration, office operations, and materials store management.

The role involves supervising administrative staff, managing site facilities, coordinating logistics and procurement support, maintaining project records, and overseeing the site stores to ensure proper receipt, storage, tracking, and issuance of materials. The Administrative Manager will play a key role in ensuring that administrative and store operations support the project team efficiently while maintaining compliance with company procedures and project requirements.

ROLES AND RESPONSIBILITIES

• Manage overall site administration and office operations for the project site.
• Supervise administrative staff including reception, clerical staff, drivers, and office assistants.
• Coordinate office setup, maintenance, and day-to-day operational requirements at the project site.
• Manage logistics arrangements including transportation, accommodation, and travel for project staff and visiting consultants.
• Maintain records of stationery and office consumables.
• Ensure compliance with company administrative procedures and project policies.
• Coordinate with project management to support meetings, workshops, and client visits.
• Organize meeting rooms, documentation, and logistical arrangements for internal and external meetings.
• Support document control processes in coordination with the project document control team.
• Manage office supplies, equipment procurement, and vendor coordination for administrative services.
• Oversee site facilities including housekeeping, security, utilities, and office maintenance.
• Prepare administrative reports, cost tracking summaries, and operational updates for project management.
• Provide staff all the required kits and maintain its storage and record.

REQUIRED QUALIFICATIONS

• Bachelors Degree in Business Administration, Management, Logistics, or a related field.
• Minimum 10 years of experience in site administration and store management within large construction or real estate development projects.
• Experience working on large-scale residential, commercial, or mixed-use developments is highly preferred.
• Strong knowledge of inventory management systems, procurement coordination, and site logistics.
• Proficiency in MS Excel, Word, and PowerPoint for reporting and documentation.
• Familiarity with ERP systems or construction management software is an advantage.
• Understanding of construction site operations and material handling procedures.
• Fluency in English and Hindi is mandatory.
• Willingness to be stationed full-time at the project site in Gurugram, India.

ESSENTIAL BEHAVIORAL SKILLS

• Strong organizational and administrative management skills.
• Excellent coordination and communication abilities.
• High attention to detail in record keeping and inventory management.
• Ability to manage multiple teams and operational tasks simultaneously.
• Strong problem-solving and decision-making capabilities.
• Ability to work effectively in a fast-paced construction project environment.
• Leadership and team management skills for administrative and store personnel.