Administrative Operations Manager

Administrative Operations Manager \| Solutionara Private Limited

Global Delivery Center (GDC), Sector 62, Noida \| Full-time \| Work from office \| 5-8 years

CTC

INR 6 LPA - 9 LPA \| Function: Global Operations \| Reports to: VP - Global Operations

About Solutionara

Solutionara is an AI-led technology consulting and digital transformation company headquartered in Sugar Land, Texas, with a Global Delivery Center in Noida, India. We help enterprises modernize technology ecosystems through enterprise integration, data and analytics, AI/ML, digital experience, and cloud solutions.

Role Overview

We are seeking a hands-on Administrative Operations Manager to own the reliable, efficient and cost-effective day-to-day functioning of our Noida GDC. The role covers office administration, company assets, employee attendance administration, vendors, procurement, invoice coordination, housekeeping, facilities and workplace support. You will establish clear controls and dependable routines, resolve issues proactively, and ensure routine office matters run without unnecessary leadership intervention.

Key Responsibilities

Office Administration \& Daily Operations

• Own daily office administration and ensure a clean, safe, organized and fully functioning workplace.

• Oversee utilities, meeting rooms, seating, pantry, stationery, supplies and employee amenities.

• Maintain administrative agreements, records, checklists, service requests and office documentation.

• Coordinate building management, employee logistics, visitors, leadership meetings and office events.

• Track workplace requests through closure and escalate only issues requiring management decisions.

Company Asset \& Inventory Management

• Maintain a centralized register of all company-owned, leased and assigned IT and non-IT assets (laptops, desktops, monitors, peripherals, networking equipment, furniture, appliances, access cards).

• Record asset ID, serial number, purchase cost/date, location, custodian, condition, warranty and life-cycle status.

• Control asset tagging, allocation, acknowledgment, transfers, repairs, returns and approved disposals.

• Coordinate asset issuance and recovery with IT and HR during onboarding, transfers and exits.

• Conduct quarterly physical inventory checks and reconcile missing or damaged assets; coordinate warranty claims and reconciliation with Finance.

Employee Attendance Administration

• Monitor daily attendance through greytHR and other approved systems; review missing punches, late arrivals, early departures, absences, shifts and exceptions.

• Coordinate attendance regularization with employees, managers and HR; validate approved WFH, shift-change and exceptions against documented authorizations.

• Complete monthly attendance reconciliation and coordinate timely closure with HR and Payroll.

• Report recurring irregularities to HR and reporting managers while protecting employee confidentiality.

Vendor \& Contract Management

• Manage administrative and facility vendors including housekeeping, security, pantry, maintenance and office supplies.

• Source vendors, obtain quotations, compare commercial proposals and negotiate within delegated authority.

• Maintain contracts, renewal calendars, service commitments and vendor contact records; monitor quality and service levels and resolve performance issues.

Invoice Management \& Expense Control

• Verify administrative and facility vendor invoices against contracts, purchase orders, agreed rates and services delivered.

• Identify duplicate charges, unsupported expenses and discrepancies before routing invoices for approval.

• Maintain invoice and payment registers, approval status, due dates and supporting documents.

• Coordinate approvals and payment follow-up with Finance (without independently authorizing or executing payments).

• Monitor recurring office expenses and prepare monthly expense summaries and cost-saving recommendations.

Facilities, Housekeeping \& Workplace Services

• Oversee housekeeping, pantry, security and facility support staff and conduct daily workplace readiness checks.

• Maintain cleanliness and hygiene standards across workstations, common areas, meeting rooms and washrooms.

• Coordinate planned and urgent maintenance for HVAC, electrical, plumbing, lighting and office infrastructure; track preventive maintenance, repairs and safety issues to closure.

• Coordinate with building management on utilities, access and site compliance requirements.

Procurement \& Inventory Control

• Coordinate procurement of office supplies, furniture, equipment and administrative services under approved procedures.

• Obtain comparative quotations, confirm approvals, and track purchase orders, deliveries and goods receipt records.

• Maintain adequate consumables inventory and prevent stockouts, waste or unnecessary purchases; partner with IT on specifications and acceptance of technology equipment.

Employee Onboarding, Offboarding \& Support

• Ensure workstations, seating, access cards and equipment are ready before new employees join.

• Coordinate asset handovers, acknowledgments, returns and administrative clearances with HR and IT.

• Maintain administrative onboarding and exit checklists; coordinate approved travel, accommodation and workplace logistics when required.

Reporting, Controls \& Continuous Improvement

• Maintain reliable trackers for attendance exceptions, assets, invoices, vendors, maintenance, procurement and requests.

• Provide weekly and monthly operational reports showing open items, owners, due dates, risks and progress.

• Use OneOS and other approved systems to improve transparency, accountability and workflow execution.

• Create SOPs and practical service-level targets; simplify and automate recurring administration tasks.

• Identify operational risks proactively and recommend solutions.

Functional boundaries

IT retains