The Manager, Administration ISSC position exists to ensure the efficient and seamless operation of administrative functions within the International Shared Services Center (ISSC).
This role is responsible for overseeing vendor management, procurement, and facility operations, ensuring that all office services and supplies are delivered effectively and cost-efficiently.
By managing contracts, coordinating vessel requirements, and maintaining compliance with safety standards, the Manager plays a critical role in supporting the day-to-day functioning of the organization.
Operating within established policies and budgets, the role focuses on optimizing administrative processes, maintaining vendor relationships, and enhancing operational efficiency.
The objectives include ensuring timely procurement, managing office facilities, and organizing company events to foster a productive and engaging work environment.
Through these efforts, the Manager contributes to the overall success and smooth functioning of the ISSC, aligning with the organization’s strategic goals.
Roles and Responsibilities Vendor and Contract Management: Manage end-to-end vendor lifecycle including onboarding, renewals, performance, and service compliance.
Oversee all Annual Maintenance Contracts (AMCs) such as AC maintenance, pest control, courier, security, and fire safety.
Maintain and update the Master Vendor Directory.
Lead the Payment Terms & Contracts Review , ensuring accuracy, awareness of penalties/auto-renewals, and timely renewals.
Office Operations and Facility Management: Oversee all administrative and facility management functions including cleanliness, fire safety compliance, parking, and utility management.
Coordinate with support functions for vessel-related requirements such as utensils, provisions, charts, and welfare items.
Ensure optimal workplace infrastructure and vendor performance Financial and Administrative Oversight: Review, verify, and process vendor bills, maintaining accuracy in monthly summaries for final payments.
Coordinate closely with the accounts team to manage budgets, optimize spend, and ensure cost-effective procurement System Access & Documentation: Maintain a System Access Map including access rights, owner details, and backup protocols.
Ensure all documents—contracts, AMCs, payment terms—are uploaded and tagged in the ISSC shared drive/Share Point.
Keep the ISSC Administration Handbook updated with all relevant details to ensure seamless knowledge transfer and continuity Event & Travel Coordination: Plan and organize internal events and team activities including hotel bookings, logistics, and coordination.
Oversee adherence to travel and hospitality guidelines for internal administrative events.
Roles and Responsibilities Vendor and Contract Management: Manage end-to-end vendor lifecycle including onboarding, renewals, performance, and service compliance.
Oversee all Annual Maintenance Contracts (AMCs) such as AC maintenance, pest control, courier, security, and fire safety.
Maintain and update the Master Vendor Directory.
Lead the Payment Terms & Contracts Review , ensuring accuracy, awareness of penalties/auto-renewals, and timely renewals.
Office Operations and Facility Management: Oversee all administrative and facility management functions including cleanliness, fire safety compliance, parking, and utility management.
Coordinate with support functions for vessel-related requirements such as utensils, provisions, charts, and welfare items.
Ensure optimal workplace infrastructure and vendor performance Financial and Administrative Oversight: Review, verify, and process vendor bills, maintaining accuracy in monthly summaries for final payments.
Coordinate closely with the accounts team to manage budgets, optimize spend, and ensure cost-effective procurement System Access & Documentation: Maintain a System Access Map including access rights, owner details, and backup protocols.
Ensure all documents—contracts, AMCs, payment terms—are uploaded and tagged in the ISSC shared drive/Share Point.
Keep the ISSC Administration Handbook updated with all relevant details to ensure seamless knowledge transfer and continuity Event & Travel Coordination: Plan and organize internal events and team activities including hotel bookings, logistics, and coordination.
Oversee adherence to travel and hospitality guidelines for internal administrative events.
Knowledge & Experience Education: Bachelor’s degree in business administration, Facilities Management, or related field (mandatory)Preferred : Postgraduate qualification or certification in Facilities or Operations Management Experience: Minimum 8–10 years of relevant experience in Administration, Facilities, or Office Operations Preferred : Experience in managing administration for 500+ seater offices, preferably across multiple office locations or floors.
Demonstrated ability to manage vendor contracts, AMCs, office operations, payment cycles, and budgeting Prior experience working in Shared Services Center (SSC) or Global Capability Center (GCC) setup is preferred Specific Business Knowledge: Prior Admin experience Strong understanding of: Vendor onboarding & management in structured procurement environments Multi-location administration including security, fire safety, and compliance Budgeting, cost control, and payment coordination with centralized Finance teams Digital documentation platforms like Share Point or enterprise systems System access governance and handover planning for business continuity Familiarity with contract clauses, penalties, SLAs, and negotiation practices High awareness of corporate standards for audits, compliance, and centralized reporting
