DM Workplace Services

1. Job Purpose

The Deputy Manager Admin Services ensures smooth, efficient, and transparent delivery of all administrative, facilities, infrastructure, travel, and office support services. The role oversees vendor performance, contract management, recreational facility operations, maintenance activities, and supports digitization and standardization of admin processes. The position also plays a key role in team leadership, governance, and budget custodianship for the department.

2. Key Responsibilities

Facilities, Office & Operational Services

• Oversee end‑to‑end office administration operations and service delivery.
• Manage maintenance, upkeep, and inspections of office infrastructure including HVAC, MEP, civil works, carpentry, gensets, and company vehicles.
• Oversee preventive maintenance schedules, corrective actions, and inspection reporting.
• Supervise company recreational facilities (lodges, beach huts, guest houses) ensuring high availability and user satisfaction.
• Maintain office infrastructure inventory and updated archives.

Vendor & Contract Management

• Manage real estate, admin, and service provider contracts, ensuring compliance with standards and obligations.
• Oversee contract renewals, performance audits, and service-level adherence.
• Drive contract standardization across group companies.

Travel, Accommodation & Operational Requests

• Oversee travel requests, accommodation arrangements, token tax processes, and fuel card management.
• Ensure timely processing of all service tickets and operational requests.

SOPs, Documentation & Digitization

• Develop, revise, and implement Admin SOPs, guidelines, and performance KPIs.
• Maintain updated documentation repositories accessible to all stakeholders.
• Drive digitization initiatives to modernize admin services and improve transparency.

Governance, Transparency & Budget Custodianship

• Act as custodian of departmental budget, ensuring responsible spending and accurate tracking.
• Maintain transparent processes for payments, vendor dealings, and contract governance.
• Ensure compliance with organizational policies, standards, and administrative governance frameworks.

Team Leadership & Stakeholder Coordination

• Train, supervise, and guide team members toward professional service delivery.
• Drive team performance, coordination, collaboration, and process improvement.
• Work cross-functionally with internal departments and external service providers.

3. Core Competencies

Leadership Competencies

• Putting People First – Team development, coaching, and people management.
• Entrepreneurial & Decision Making – Innovation, initiative, and structured problem-solving.
• Collaboration – Strong cross-functional teamwork.
• Execution Excellence – Ability to deliver timely, high-quality outcomes.
• Adaptability – Resilience in a dynamic operational environment.

Technical / Functional Skills

• Vendor & Contract Management
• Office & Facilities Operations Management
• Maintenance Coordination (HVAC/MEP/Civil/General)
• Request Management & Issue Resolution
• SOP Development & Documentation
• Governance, Compliance & Administrative Controls

Knowledge Areas

• Administrative best practices
• Corporate services operations
• Facility management processes and standards

4. Experience & Education

Professional Experience

• 6–7 years of experience in office administration, corporate services, or facilities management.
• Experience handling vendors, contractors, and maintenance teams is preferred.
• Experience leading a small team is an advantage.

Education

• Bachelor’s degree in Business Administration, Management, Engineering, or a related field (Master’s degree preferred but optional).

5. Key Challenges (Aligned with JD)

These represent the most complex and demanding aspects of the role:

• Team Supervision & Capability Building
• Effective Monitoring of Vendors, Facilities & Operations
• Performance Tracking & Timely Corrective Actions
• Ensuring Governance, Compliance & Transparency Across Admin Processes
• Managing Multiple Service Streams Simultaneously
• Driving Standardization & Digitization Amid Routine Operational Load
• Balancing Service Quality with Cost-Control & Budget Custodianship