Senior Administration Affairs Officer

Aayan Developments

Job Description

Roles & Responsibilities

Desired Candidate Profile

Essential Duties and Responsibilities:

Team Leadership and Supervision

• Directly manage, train, and motivate the team of Housekeeping Attendants, Office Boys, Runner, and Receptionists.
• Develop and implement daily, weekly, and monthly work schedules and task rosters to ensure optimal coverage and efficiency.
• Conduct regular performance evaluations, provide constructive feedback, and identify training needs for the support services team.
• Handle employee relations issues, including conflict resolution and disciplinary actions, in coordination with the HR Manager.
• Foster a culture of proactivity, high-quality service, and professionalism within the team.

Facilities and Office Management

• Conduct daily inspections of the entire office space, including meeting rooms, common areas, pantry, and restrooms, to ensure cleanliness, functionality, and adherence to company standards.
• Manage the inventory of all office supplies, stationery, pantry provisions, and cleaning materials; oversee the procurement process from requisition to delivery.
• Coordinate with building management and external vendors for routine maintenance, repairs, and emergency fixes.
• Oversee the meeting room bookings, ensuring rooms are properly equipped, clean, and set up for meetings as required.

Vendor and Service Coordination

• Assist in identifying and negotiating with vendors for services such as cleaning, maintenance, catering, and office supplies.
• Serve as the primary point of contact for day-to-day interactions with administrative service providers.
• Review invoices for accuracy and process them for payment in coordination with the Finance department.
• Monitor vendor performance to ensure compliance with service level agreements (SLAs).

Administrative and Logistical Support

• Supervise the office runner, managing daily tasks including external errands, ensuring efficiency and timeliness.
• Provide logistical support for internal company events, board meetings, and client presentations.
• Budget preparation and expense tracking for the department.
• Maintain organized administrative records, files, and documentation.

• Bachelor s Degree in Business Administration, Management, Hospitality, or a related field.
• A minimum of 4-6 years of experience in office administration, facilities management, or a similar role.
• At least 2 years of proven experience in a supervisory or team leadership capacity, managing support staff.
• Proficient in Microsoft Office Suite.
• Experience within the real estate, high-end hospitality, or premium corporate sector is highly preferred.