Administration Manager - Mumbai, India

FoodChain ID

Job Description

Position Title: Administration Manager

Location: Mumbai

Department: Administration

Reporting To: Managing Director

Employment Type: Full-time

ii) Ensure IT and workplace infrastructure (meeting rooms, equipment, etc.) are fully functional

Company Overview FoodChain ID is a global leader in food safety, regulatory compliance, and sustainability solutions. We support organizations across the food and agriculture value chain with certification, advisory, and data-driven services that help bring safe, compliant, and sustainable products to market. With teams across the globe, we combine deep technical expertise with practical, market-focused solutions to help customers navigate complex regulatory and certification landscapes
Role Overview The Admin Manager will be responsible for managing end-to-end administrative operations for FoodChain ID India, ensuring efficient facility management, seamless travel coordination, and a high-quality employee experience. The role focuses on creating a safe, productive, and engaging workplace environment while optimizing administrative processes, vendor management, and cost efficiency
Key Responsibilities
Facility Management:
Oversee day-to-day office operations including maintenance, housekeeping, security, and utilities

iii) Ensure compliance with health, safety, and audit standards (important for certification environment)

Vendor & Stakeholder Management:
Identify, onboard, and manage third-party vendors (facility, travel, event partners)

ii) Collaborate with internal stakeholders (HR, Finance, IT) needs for seamless operations

iii) Negotiate contracts, AMC, repairs and renewal terms

Travel Management:
Manage end-to-end travel requirements. Coordinate flight bookings, visa processing, hotel accommodation, and local logistics

ii) Ensure compliance with company travel policies and optimize travel costs

iii) Maintain accurate MIS, travel records, reports, and expense tracking

Employee Engagement & Workplace Experience:
Plan and execute employee engagement programs, events, and team-building activities

ii) Support HR in creating a positive workplace culture and employee experience

iii) Organize celebrations, recognition initiatives, and wellness programs

iv) Coordinate internal communications related to events, policies, and workplace updates

Manage office ambience initiatives (branding, décor, festive activities)

vi) Support onboarding logistics and employee support services

Compliance & Administration:
Maintain documentation of vendor contracts, agreements, and facility compliance

ii) Support all event/audit processes (internal/external)

iii) Drive continuous improvement in administrative processes and systems

Qualifications & Experience
Bachelor’s degree
3-4 years of experience in Administration / Facilities / Travel Management
Strong vendor management & negotiation skills
Good communication & stakeholder management
Strong planning, multitasking, and problem-solving skills
Knowledge of compliance and workplace safety standards
Core Competencies
Excellent interpersonal and communication skills
Execution-focused and reliable
Fluent in English with the ability to collaborate effectively
Detail-oriented, Calm under pressure
Ability to work independently
Strong organizational and multitasking skills
Stakeholder management
Confidentiality and integrity
People-focused with strong service mindset
Why Join Us?
Opportunity to work in a globally recognized food certification organization
Exposure to regional and global functions
Employee friendly work environment
Collaborative, values-driven, high energy work environment
Competitive compensation and growth opportunities