Assistant Manager- Administration

You are as unique as your background, experience and point of view. Here, you’ll be encouraged, empowered and challenged to be your best self. You'll work with dynamic colleagues - experts in their fields - who are eager to share their knowledge with you. Your leaders will inspire and help you reach your potential and soar to new heights. Every day, you'll have new and exciting opportunities to make life brighter for our Clients - who are at the heart of everything we do. Discover how you can make a difference in the lives of individuals, families and communities around the world.

Job Description:

Job purpose

The Assistant Manager will be responsible for planning, executing, and managing internal and external events including Partner’s visit for meeting room setup, F&B arrangements etc in office. This role will also be responsible to manage /order food for office cafeteria, corporate gifting and employee communications from Administration.

Major accountabilities

Internal events

• Plan, organize, and execute events, including conferences, Partner visits, CSR and other events etc within the office premise.  Ensure all event-related requests are submitted in Service Now.
• Coordinate with vendors and other stakeholders to ensure seamless event execution.
• Take quotes in line with budgets, in alignment to procurement policy and manage expenses to ensure cost-effective solutions and seek approvals from respective functions prior to all events.
• Create pool of vendors for supply of food / events etc including rate card.
• Oversee event logistics, including transportation, security entry and catering arrangements.
• Prepare reports, including financial summaries, performance metrics, monitor all PO’s to ensure the actual invoice amount does not exceed the PO value.
• All bills to be submitted on time and follow up with finance for invoice processing and payment in line with the policy ie MSME etc.

External events

• Source and negotiate with vendors, venues, and suppliers to secure the best terms.
• Manage event logistics, including venue setup, audiovisual equipment, and on-site coordination.
• Ensure all events are executed within budget and meet quality standards.
• Coordinate with internal teams ie Marcom, Procurement, Function, Clubs, Legal etc to ensure event alignment with company objectives.
• Provide regular updates and reports to required stakeholders.
• Conduct post-event evaluations to assess event success and areas for improvement.
• Prepare reports, including financial summaries, performance metrics, monitor all PO’s to ensure the actual invoice amount does not exceed the PO value.
• Maintain a focus on health and safety standards throughout the event planning and execution process.
• All bills to be submitted on time and follow up with finance for invoice processing and payment in line with the policy ie MSME etc

Cafeteria services

• Plan and order daily catering major and minor meals.
• Coordinate with catering vendor to ensure timely delivery and quality of food and beverages.
• Develop menus that cater to diverse dietary preferences and requirements.
• Maintain high standards of food safety and hygiene.
• Conduct quarterly vendor kitchen audits with food committee members.
• Address any complaints or feedback related to catering services promptly.
• Develop and manage minimum guarantee ordering and consumption.
• Prepare reports, including financial summaries, performance metrics, monitor all PO’s to ensure the actual invoice amount does not exceed the PO value.
• Process invoices in a timely manner and monitor all purchase orders to ensure the actual invoice amount does not exceed the PO value.
• Conduct monthly meetings with food vendor and review their key performance indicators (KPI)

Corporate gifting

• Gather complete requirement from the Function.
• Communicate the specifics to the vendor and organize samples and additional information as needed.
• Collaborate with Marcom and the Function for the design aspect.
• Coordinate with the Function regarding the purchase order if necessary and follow procurement policy.
• Ensure timely delivery of merchandise items.
• Submit invoice to the respective team/department once the material is delivered.
• All bills to be submitted on time and follow up with finance for invoice processing and payment in line with the policy ie MSME etc

Employee Communication:

• Responsible for managing and delivering internal admin communications to ensure employees are well-informed about office guidelines, administrative processes, and key updates.
• The role involves close coordination with the Admin and Marcom teams to schedule and manage communications effectively while maintaining consistency and adherence to the company’s communication standards.

Knowledge &Skills

• Strong understanding of Events, Food and Beverage, connects with hotel etc.
• Attention to detail and ability to agile.
• Proficiency in MS Office Suite is preferred.
• Strong interpersonal and communication skills.
• Exposure around interacting and managing effective relationships with stakeholders.
• Process driven and effective documentation.

Education -

• Degree or Diploma in Hospitality management OR,
• Overall 5+ years of experience in hotels with 3+ years of experience with corporates.
• Experience working in/with BFSI Captive/IT/ITes organizationThis profile will have a working relationship with Internal and external stakeholders:

Internal stakeholders will include but no limited to:

·         Finance team

·         Procurement team

·         Legal team / auditors as and when required

·         Admin team members

External stakeholders

Hotels, restaurants and event agencies

Job Category:

Posting End Date: