Manager - Administration and Facilities

Aeries Technology, a Nasdaq-listed global professional services and consulting partner, is seeking a Manager - Administration and Facilities in Mumbai. This full-time role involves ensuring local compliance, managing billing and vendor relationships, overseeing office and facility administration including maintenance and EHS standards, and preparing MIS reports. The ideal candidate will provide prompt administrative support, be proactive, adaptable, and possess strong problem-solving skills, working both independently and collaboratively.

Must Have

• Ensure local compliance requirements are met.
• Maintain and update audit-related data for readiness.
• Review and process administrative and travel-related bills.
• Manage petty cash and office stationery/miscellaneous expenses.
• Ensure timely and accurate processing of vendor payments.
• Act as point of contact (SPOC) for business stakeholders.
• Coordinate with Head Admin and department heads to review vendor contracts.
• Track and ensure timely renewal of vendor agreements.
• Maintain office safety and adherence to Employee Health & Safety (EHS) standards.
• Monitor and manage monthly rental payments across locations.
• Maintain accurate records and share with Finance and India Admin teams.
• Work with landlords/facility representatives for building information.
• 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, etc.).
• Oversee housekeeping, cleaning, security, front office, mailroom, pantry/cafeteria, landscaping.
• Select, negotiate, manage Service Level Agreements (SLAs) with contractors and vendors.
• Maintain monthly MIS reports.
• Analyze and prepare periodic reports related to administration and travel.
• Respond promptly to queries, including those received outside office hours.
• Provide general administrative support to the team.
• Act as liaison/SPOC for clients, senior management, occupants for facility-related matters.
• Bachelor’s degree in any discipline (required).
• Minimum 8–9 years of relevant work experience in administration, travel coordination, or office management.
• Proficient in Microsoft Office Suite (Excel, Word, PowerPoint, Outlook).
• Excellent verbal and written communication skills.
• Strong interpersonal abilities.
• 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.

About Us

Aeries Technology is a Nasdaq listed global professional services and consulting partner, headquartered in Mumbai, India, with centers 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. Read about us at https://aeriestechnology.com

About Business Unit

Corporate BU

Roles and Responsibility

Department: Administration

Level: Full Time

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.

Read about us at https://aeriestechnology.com/careers/

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