Assistant Manager, Administration

1. Facility Management

Oversee day to day facilities operations ensuring optimal workplace functionality

Manage building maintenance, repairs, and proactive preventive maintenance planning

Handle workplace complaints and ensure timely resolution

Ensure operational readiness for remote/alternate working arrangements

Monitor FM vendor service quality and enforce SLAs

Coordinate with landlords/owners to ensure fulfillment of premises upkeep obligations

2. Safety & Security

Ensure full compliance with HSE, fire safety, and life safety regulations

Oversee physical security operations, CCTV, and access control systems

Ensure adherence to security SOPs and disaster recovery protocols

Liaise with law enforcement and security agencies as required

Conduct periodic testing of life safety and emergency systems

Ensure compliance with DHA and other safety regulatory requirements

3. Procurement & Supplies

Coordinate procurement of goods and equipment in line with operational requirements

Standardize supplies, vendors, and service delivery models

Ensure all procurement activities follow approval hierarchies and internal controls

Maintain compliance with CPD (procurement) policies and governance standards

4. General Administration

Manage office relocations, space planning, and workplace setup

Optimize seating plans and workspace utilization

Handle non routine administrative requirements and escalations

Support corporate events and administrative coordination activities

5. Logistics, Inventory & Asset Management

Oversee courier, mailroom, and internal logistics operations

Manage UPS dispatch, servicing, and repairs

Administer insurance policies and coordinate claims

Conduct annual physical verification of fixed assets

Ensure controlled disposal of obsolete assets in line with policy

6. Government & Regulatory Compliance

Liaise with government authorities and regulatory bodies

Ensure timely renewal of permits, licenses, and statutory approvals

Maintain compliance with building codes, safety, and utility regulations

Support inspections, audits, and regulatory reviews by authorities

7. Governance & Decision Support

Ensure readiness for internal audits and regulatory reviews

Track, implement, and close audit observations and corrective actions

Drive compliance governance frameworks across admin functions

Support DHA related compliance and regulatory liaison

8. Vendor & Stakeholder Management

Manage internal customer expectations and service delivery standards

Conduct vendor performance reviews and periodic evaluations

Negotiate improved service levels and cost efficiencies

Engage with senior stakeholders, including CEO office (MBPL) and leadership

9. Budget & Financial Control

Prepare annual budgets for administrative operations

Monitor expenditure against budgets and identify cost optimization opportunities

10. Problem Solving & Crisis Management

Lead response to urgent breakdowns, incidents, and operational disruptions

Ensure timely escalation and resolution of critical issues

11. Ad hoc Responsibilities

Provide support for unplanned requirements, special projects, and business critical needs