Position/Title: Manager – Admin
Department: Administration
Level: Full Time
Location: Mumbai
Shifts (if any): 11:00 AM onwards (candidate should be flexible to work as per business requirement)
About Aeries:
Aeries Technology is a Nasdaq listed global professional services and consulting partner, headquartered in Mumbai, India, with centres in the USA, Mexico, Singapore, and Dubai. We provide mid-size technology companies with the right mix of deep vertical specialty, functional expertise, and the right systems & solutions to scale, optimize and transform their business operations with unique customized engagement models. Aeries is Great Place to Work certified by GPTW India, reflecting our commitment to fostering a positive and inclusive workplace culture for our employees.
Roles & Responsibilities:
Compliance & Audit Preparedness
- Ensure local compliance requirements are met.
- Maintain and update audit-related data for readiness at all times.
Billing & Payments
- Review and process all administrative and travel-related bills in accordance with the set schedule.
- Manage petty cash and other approved financial modes for office stationery and miscellaneous expenses.
- Ensure timely and accurate processing of vendor payments.
Vendor Management
- Act as the point of contact (SPOC) for business stakeholders and maintain regular communication.
- Coordinate with Head Admin and department heads to review vendor contracts.
- Track and ensure timely renewal of vendor agreements.
Office & Facility Administration
- Maintain office safety and ensure adherence to Employee Health & Safety (EHS) standards.
- Monitor and manage monthly rental payments across locations.
- Maintain accurate records and ensure they are shared with the Finance and India Admin teams.
- Work with the landlords /facility representative to ensure and remain updated on building information time-to-time.
- Assist and monitor new development facility centers.
- Ensure and oversee project and fit outs till mobilization
- Oversee preventive, predictive, and corrective maintenance of all technical systems (HVAC, DG, UPS, power distribution, lighting, fire detection & suppression, plumbing
- Oversee housekeeping, cleaning, security, front office, mailroom, pantry / cafeteria, landscaping
- Select, negotiate, manage Service Level Agreements (SLAs) with contractors and vendors for maintenance, cleaning, security etc.
Reporting & MIS
- Maintain monthly MIS reports.
- Analyze and prepare periodic reports related to administration and travel.
Support & Responsiveness
- Respond promptly to queries, including those received outside office hours, with due diligence.
- Provide general administrative support to the team as required.
- Proactive and adaptable with a strong problem-solving mindset.
- Comfortable working independently and collaboratively under pressure.
- Act as the liaison / SPOC for clients, senior management, occupants for facility-related matters.
Skills & Qualifications
- Educational Background: Bachelor’s degree in any discipline (required).
- Professional Experience: Minimum 8–9 years of relevant work experience in administration, travel coordination, or office management.
- Computer Skills: Proficient in Microsoft Office Suite (Excel, Word, PowerPoint, Outlook).
- Communication & Interpersonal Skills: Excellent verbal and written communication skills. Strong interpersonal abilities to interact effectively with stakeholders at all levels.
- Organizational & Time Management. Capable of managing multiple priorities with strong attention to detail. Ability to meet deadlines in a fast-paced and dynamic environment. Strong troubleshooting, diagnostic, and problem-solving skills.
The Job responsibilities of the candidate shall include but are not limited to the Job Description & to perform any other tasks/functions as required by the Company
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