DEPUTY MANAGER

Position Overview

The Deputy Manager – Administration is responsible for ensuring smooth functioning of administrative operations within the organization. The role involves managing office facilities, vendor management, statutory compliances, employee services, safety, and general support functions to create an efficient and productive work environment. The position also supports the Corporate Administration Manager in policy implementation and operational excellence.

Key Responsibilities

1. Office & Facility Management

   • Oversee upkeep, maintenance, and security of office premises, equipment, and infrastructure.

   • Monitor housekeeping, pantry, transport, and front office operations.

   • Ensure smooth functioning of utilities (electricity, water, internet, telecommunication).

2. Vendor & Contract Management

   • Manage contracts/agreements with service providers (housekeeping, security, transport, cafeteria, etc.).

   • Negotiate cost-effective deals while maintaining service quality.

   • Monitor vendor performance and compliance.

3. Employee Services & Welfare

   • Oversee travel management, guest house arrangements, and employee transportation.

   • Ensure timely issuance of ID cards, access cards, and other facilities.

   • Support in organizing employee engagement activities and welfare initiatives.

4. Statutory Compliance & Safety

   • Ensure compliance with statutory requirements related to administration (PF, ESI, labor laws for outsourced staff, etc.).

   • Implement safety, security, and health measures at the workplace.

   • Conduct fire drills, safety audits, and emergency preparedness activities.

5. Policy Implementation & Process Improvement

   • Implement and monitor administrative policies and procedures.

   • Ensure cost optimization and process automation in admin functions.

   • Support sustainability initiatives (energy saving, waste management, green initiatives).

6. Budgeting & Reporting

   • Assist in preparation and monitoring of admin budgets.

   • Maintain MIS reports on admin operations, expenses, and compliances.

   • Present periodic updates to senior management.

Key Skills & Competencies

• Strong organizational and problem-solving skills.

• Negotiation and vendor management expertise.

• Knowledge of statutory compliances and workplace safety.

• Proficiency in MS Office and ERP systems.

• Excellent interpersonal and communication skills.

• Ability to multitask and work under pressure.

Qualifications & Experience

• Graduate/Postgraduate in any discipline (preferred: MBA/PG Diploma in Administration/Management).

• 6–10 years of relevant experience in administration, facility management, or general services.

• Experience in handling large offices, multiple facilities, or industrial establishments will be an advantage.

Would you like me to also create a KRA/KPI (Key Result Areas & Indicators) version for this role, so it can be directly used for performance evaluation?