Deputy Manager - Admin Incharge

Role Overview

This position is responsible for leading administrative operations at the site, with ownership across budgeting, facilities, transport, guest support, asset control, event coordination, canteen and guest house administration, vendor coordination, and invoice follow-up. The role requires strong governance, cost discipline, and service quality management to ensure smooth day-to-day operations at the port location in Ahmedabad.

Key Responsibilities

• Coordinate the annual budget process with the relevant stakeholders, obtain approvals from the Head of HR and Site CEO, and send the finalized site budget to the corporate office within the required timeline.
• Track actual spending through BPC and keep expenses within the approved budget.
• Resolve all monthly observations raised by the Group on budget utilization reports.
• Assess business needs and prepare requests for additional budget where required, including post-cost-optimization review during the H1 cycle.
• Keep the service tracker tool updated in full and on time.
• Manage office and guest house facilities in line with SOPs, ensuring cleanliness, hygiene, and a high level of satisfaction from employees and visitors.
• Hold monthly reviews with vendors, confirm compliance with all guidelines, and take corrective action to close service gaps.
• Oversee company-owned and hired vehicles to ensure they meet stakeholder requirements and remain compliant with legal, regulatory, and contractual obligations.
• Handle site transportation requests according to group guidelines and monitor vehicle utilization.
• Arrange guest travel, including air, train, and bus bookings within one day of request receipt, and coordinate hotel and vehicle bookings at economical rates through suitable tie-ups.
• Ensure timely and high-quality service for guests visiting the port.
• Maintain proper tracking and upkeep of all furniture, fixtures, and admin assets using the correct asset code.
• Carry out periodic inspections of assets, ensure timely repairs and maintenance, and coordinate disposal of unusable assets with the TC team.
• Manage office space allocation, including cabins and workstations for new joiners.
• Control admin costs through efficient resource use and regular expense reviews, with a target of at least 3% savings on the approved budget.
• Plan and execute events at the port, coordinating with all required stakeholders for successful completion.
• Maintain guest house and canteen records such as visitor logs, grocery records, utensil registers, and other miscellaneous registers.
• Deliver prompt service to visitors and work toward 90% positive feedback.
• Monitor canteen operations, coordinate with the canteen committee, and ensure the vendor provides hygienic and quality food for employees.
• Process vendor invoices and follow up to ensure payments are made within PO-defined timelines.
• Track vendor bills regularly so that 85% of bill ageing stays within 21 business days.
• Ensure at least 95% of monthly provisions are captured and shared with the Finance team, with submissions completed by the 2nd of every month.

Requirements

• A bachelor’s degree is required; a master’s degree is also acceptable.
• A background in hospitality is preferred.
• 8 to 12 years of relevant experience is required.
• Strong understanding of administration operations, facilities coordination, vendor management, budgeting, and service tracking is expected.
• The candidate should be capable of managing multiple site-level support functions while maintaining compliance and service standards.

Performance Expectations

• Budget closure and approval must be completed within the required timelines.
• Expenses should remain within approved budget limits.
• All monthly budget-utilization observations from the Group must be closed.
• Service tracker updates must be maintained at 100% accuracy and completion.
• Facilities should be maintained to support 90% employee/visitor satisfaction.
• Guest support should consistently target 90% positive feedback.
• At least 3% cost saving is expected on the overall approved budget.
• 85% of vendor bill ageing should not exceed 21 business days.
• 95% of monthly provisions should be submitted by the 2nd of every month.

Additional Information

This is a full-time, onsite role based in Ahmedabad, Gujarat, India. The position involves broad administrative oversight across office operations, guest services, transportation, asset management, event support, canteen supervision, and finance coordination.

No stipend or salary amount was specified in the source information.

No vacancy count, application deadline, or start date was provided.