Admin Manager

Hillcrest Solutions (Private) Limited is seeking a dedicated Admin Manager to oversee the smooth, compliant, and cost-effective functioning of the Visa Application Centre (VAC). In this role, you will manage the centres facilities, logistics, vendors, office administration, and staff welfare. You will ensure service delivery aligns with embassy-grade standards of professionalism, safety, and efficiency. This position demands strong leadership to manage a team of 20 staff members, coordinate cross-functional activities, and support high-volume, SLA-driven operations in a fast-paced environment. As the Admin Manager, you will be responsible for maintaining a safe and fully operational work environment, coordinating vendor contracts and service agreements, and controlling administrative budgets. You will lead efforts in facilities management, vendor performance monitoring, compliance adherence, procurement, and reporting on operational metrics. This role requires proven experience in managing facility operations, excellent organizational skills, and the ability to navigate complex stakeholder relationships while ensuring seamless centre operations.
Responsibilities

• Manage daily administrative and facility operations of the Visa Application Centre to maintain a safe, clean, and fully functional workplace.
• Oversee vendor relationships, including housekeeping, security, courier services, maintenance, and office supply vendors to ensure SLA compliance and quality service delivery.
• Control office assets, inventory, uniforms, and consumables to minimize wastage and avoid shortages through effective inventory management.
• Coordinate facility maintenance, utilities, and repairs to guarantee continuous operation of the VAC without disruptions.
• Ensure full compliance with health, safety, fire, and building regulations to uphold safety standards and prevent violations or penalties.
• Support the setup of new centres, relocations, and refurbishments by managing logistics, coordination, and administration.
• Organize staff-related services including travel, accommodation, issuance of ID cards and access badges, and oversee staff welfare programs.
• Maintain comprehensive administrative records, contracts, purchase requests, and service agreements, ensuring all documentation is up-to-date and compliant.
• Prepare and manage the administration and facilities budget in close partnership with the country manager, while controlling costs within approved limits.
• Supervise procurement processes to ensure purchase requests and purchase orders follow company policies and procedures.
• Regularly track and report on administrative performance metrics such as maintenance response times, cost per square meter, and vendor SLA adherence.
• Report incidents, downtime, and facility risks promptly to mitigate potential operational impacts.
• Maintain 100% facility uptime, ensuring no operational disruption occurs due to administrative or infrastructure failures.
• Drive vendor SLA and service standard compliance to guarantee high-quality service delivery.
• Control and optimize administrative and facility expenses to keep them within budgetary constraints.
• Promote a safe workplace environment with zero safety violations, fire incidents, or breaches of regulatory requirements.
• Support timely rollouts and expansions of centres, contributing to company growth initiatives.
• Enhance staff satisfaction by delivering reliable and effective administrative and facility services.
• Collaborate effectively with external parties such as vendors, missions, and tourism departments, as well as internal teams including VAC Operations and other departments within VAS Services.