Assistant Manager – Administration

Location: Gurgaon
Industry: Hospitality
Working Days: 5 Days a Week
Experience Required: 7+ Years

Orbit Global HR Consultants is hiring an experienced Assistant Manager – Administration for a reputed hospitality organisation based in Gurgaon. The role requires a highly organised professional capable of managing office administration, facilities operations, corporate travel coordination, and leadership support.

The ideal candidate will ensure smooth workplace operations while supporting employee experience and senior leadership coordination.

⚠️ Important Note:
For confidentiality reasons, the client company name cannot be disclosed publicly or on social media platforms. The company details will be shared with shortlisted candidates during the screening process.

Key Responsibilities

Office Administration & Facilities Management

• Manage end-to-end office operations ensuring a safe, organised, and employee-friendly workplace environment.

• Maintain office assets, stationery, supplies, and consumables with proper inventory controls.

• Coordinate facility maintenance including electrical, plumbing, internet, printers, HVAC, and other services through vendors.

• Resolve workplace issues raised by employees and maintain closure trackers.

• Ensure adherence to workplace policies including visitor management, access control, safety protocols, and hygiene standards.

• Coordinate office layout changes, seating arrangements, and workspace readiness for new employees.

Corporate Travel Management (Domestic & International)

• Manage complete travel arrangements including flights, trains, hotels, and local transportation.

• Handle international travel requirements including visa documentation, travel insurance, invitation letters, and forex coordination.

• Coordinate with travel vendors to ensure cost-effective bookings and timely confirmations.

• Maintain travel trackers, expense reconciliation, and policy compliance.

• Support documentation required for reimbursements and approvals.

Vendor Management, Procurement & Cost Control

• Identify, onboard, and manage vendors for housekeeping, security, maintenance, courier services, transportation, and hotels.

• Negotiate commercial terms and service agreements to ensure optimal cost and service quality.

• Maintain vendor contracts, invoices, SLAs, and performance scorecards.

• Coordinate purchase orders and payment approvals with the finance team.

• Monitor monthly administrative expenses against budgets and highlight variances.

Pantry Management & Housekeeping Supervision

• Oversee pantry operations including supplies, vendor coordination, and hygiene standards.

• Supervise housekeeping staff and ensure consistent workplace cleanliness.

• Ensure meeting rooms, workstations, and common areas are properly maintained.

• Coordinate periodic deep cleaning, pest control, and hygiene audits.

Office Events & Employee Experience Support

• Organise office events including town halls, celebrations, leadership visits, and employee engagement activities.

• Coordinate event logistics including venue setup, catering, gifts, and vendor arrangements.

• Manage corporate gifting for leadership and employee recognition initiatives.

Front Desk, Courier & Visitor Management

• Ensure professional visitor handling while maintaining security protocols.

• Manage domestic and international courier operations including tracking and documentation.

• Maintain courier records and ensure confidentiality for sensitive shipments.

HR Operations Support

• Assist the HR team with onboarding logistics, access cards, background verification coordination, and joining kits.

• Support HR documentation, vendor coordination, and employee helpdesk queries.

• Assist with training sessions, induction programs, and HR engagement activities.

Governance, Reporting & Process Improvement

• Maintain administrative trackers including vendor SLAs, housekeeping checklists, inventory, travel logs, and expense reports.

• Identify opportunities for operational improvement and cost optimisation.

• Ensure confidentiality and professional conduct while handling sensitive information.

Executive Calendar Management

• Manage complex calendars for senior leadership including CEO and CFO.

• Schedule and prioritise meetings, appointments, and travel arrangements.

• Handle scheduling conflicts and adjust plans proactively.

Handling Critical Communications

• Act as a liaison between leadership teams and internal departments.

• Coordinate communication with international teams regarding travel, events, and scheduling.

• Respond to phone calls and email inquiries with professionalism and discretion.

• Maintain confidentiality when handling sensitive information.

• Draft and distribute internal corporate communications when required.

Mandatory Candidate Criteria

Candidates must meet the following requirements:

• Minimum 5+ years of experience in Office Administration & Facilities Management

• Experience in Corporate Travel Management (Domestic & International) including hotel bookings

• Strong Vendor Management, Procurement & Cost Control experience

• Experience managing Pantry Operations and Housekeeping Staff

• Prior experience providing calendar management support to leadership such as CEO/CFO

Preferred Skills

• Office Administration & Facilities Management

• Corporate Travel Coordination

• Vendor Management & Procurement

• Workplace Operations

• Event Coordination & Employee Experience

• Leadership Calendar Management

• Communication & Stakeholder Coordination

Experience

7+ years of experience in administration, facilities management, travel management, or related corporate support roles.

Location

Gurgaon, Haryana

Apply for this Role

If you are an experienced administrative professional looking to work in a dynamic and organised corporate environment, we invite you to apply through Orbit Global HR Consultants.

📧 Send your CV to: info@orbitconsultancy.in
📞 Call / WhatsApp: 8810363997
🌐 Website: https://orbitglobalhr.in/

Why Orbit Global Stands Apart

Executive Search Excellence: Deep industry expertise in identifying and securing C-suite, senior management, and niche specialist talent across India.

Pan-India Reach: Comprehensive recruitment coverage from metros to tier-2/tier-3 cities, ensuring access to talent wherever your business operates.

End-to-End Recruitment Services: From executive headhunting to bulk hiring—sourcing, rigorous screening, assessment, and seamless placement.

Speed & Precision: Proven track record of filling critical positions rapidly without compromising on quality.

Strategic Partnership Approach: Customized recruitment strategies aligned with your organizational culture, growth objectives, and competitive positioning.

Market Intelligence: Competitive salary benchmarking, talent mapping, and industry insights to inform your hiring decisions.

Recruitment Made Strategic & Simple

Whether you need a single C-level executive or a complete team across multiple locations, Orbit Global delivers results. Our pan-India network and consultative approach ensure you get the right talent, at the right time, anywhere in India. Looking for Hiring – Share your requirements to info@orbitconsultancy.in | 8810363997.

Start your search today—call now! Get direction