Senior Associate – Administrative Operations

Job Summary

This role will be responsible for overseeing and managing the spectrum of administrative activities to ensure smooth, efficient, and compliant office and facility operations. The role involves leading administrative functions including office management, travel and accommodation, vendor and facility management, corporate events, and statutory compliance related to factories and labour. This position requires strong leadership, organizational, and coordination skills to support employees, management, and business operations effectively across locations.

Key Responsibilities

Office & Facility Administration

• Oversee end-to-end office and facility operations across multiple locations, ensuring efficiency, safety, and compliance.
• Manage front office, reception, housekeeping, pantry, and maintenance functions to maintain a professional and organized work environment.
• Plan and implement space management, seating arrangements, and infrastructure requirements.
• Supervise administrative staff and ensure timely execution of daily operations and support services.

Travel & Accommodation Management

• Lead and manage employee travel and accommodation arrangements (domestic and international).
• Establish travel policies and ensure adherence to company guidelines and budgets.
• Negotiate with travel agencies, hotels, and transport vendors for cost-effective and quality services.
• Maintain travel MIS reports, expense tracking, and related documentation.

Vendor Management

• Identify, evaluate, and manage vendors and service providers across admin, travel, transport, housekeeping, and facility management.
• Negotiate contracts, manage service-level agreements (SLAs), and monitor vendor performance.
• Develop and maintain long-term vendor relationships ensuring quality, efficiency, and cost optimization.
• Manage procurement processes for administrative requirements and ensure timely renewals of AMC/service contracts.

Events & Employee Engagement

• Plan and execute corporate events, annual gatherings, all hands, and employee engagement initiatives.
• Coordinate logistics, vendor support, and budget management for all company-wide events.
• Ensure smooth execution of events aligned with company culture and leadership expectations.

Factories & Labour Compliance

• Coordinate administrative and statutory compliance activities for factory operations.
• Liaise with HR, Legal, and Compliance teams to ensure adherence to labour laws, factory regulations, and safety norms.
• Maintain documentation related to factory licenses, labour records, statutory audits, and inspections.
• Oversee administrative arrangements for factory infrastructure, facilities, and staff welfare.

Qualifications & Skills

• Graduate or Postgraduate in Business Administration / Management, or related discipline.
• 5 - 7 years of progressive experience in administrative operations, with exposure to travel, vendor management, and compliance functions.
• Strong understanding of factory administration and labour law compliance.
• Proficiency in MS Office and experience with ERP/Admin management tools.
• Proven leadership, decision-making, and vendor negotiation skills.
• Excellent communication, interpersonal, and organizational abilities.
• Strong sense of ownership, accountability, and attention to detail.