Assistant Manager – Administration & Facilities

Isprava is India’s premier developer of luxury homes in nonurban locations, known for crafting exclusive and bespoke residences. With nine years of exponential growth, Isprava has established a portfolio of over 220 luxury properties valued at more than USD 360 million across Goa, Alibaug, Kasauli, and the Nilgiris. The company offers comprehensive service from selecting prime locations to designing unique living spaces and delivering fully furnished, ready to move in homes. Guided by the principles of exclusivity, comfort, and integrity, Isprava creates one of a kind lifestyle experiences that set new benchmarks in luxury nonurban living. https://www.isprava.com

Interested candidates with relevant experience please share your CV in confidential Via WhatsApp to Mr. Pereira at 9920537871

Job Opening Assistant Manager – Administration & FacilitiesIndustry: Luxury Villas, Bungalows & Real EstateLocation: Mumbai – PrabhadeviExperience: 7–10 yearsPreferred: Candidates residing in or around Prabhadevi and nearby.

Role Overview

We are looking for an execution oriented Assistant Manager – Administration & Facilities to independently manage Mumbai & PAN India office administration and facilities operations, while also supporting the Director’s Office and residence related requirements.

This is a dual scope role requiring strong experience in:

Office administration and facilities managementVendor, procurement, and budget managementTeam supervision and process improvementDirector’s residence, fleet, travel, and personal administrative support

Both aspects of the role are essential. Candidates with only corporate administration experience or only EA/PA experience will not be suitable.

Key Responsibilities

Administration & Facilities Management

Manage office operations, including housekeeping, security, maintenance, pantry, stationery, parking, access control, and workplace readiness.Monitor preventive maintenance for HVAC, DG, lifts, fire systems, electrical, plumbing, UPS, CCTV, water purifiers, and related systems.Manage snag resolution:Critical issues: closure within 24 hoursNoncritical issues: closure within 72 hoursManage the complete AMC lifecycle, including vendor selection, contracts, service tracking, renewals, and performance reviews.Coordinate office moves, seating changes, space planning, refurbishment, and construction related requirements.Ensure all office areas remain operational, professionally maintained, and audit compliant.

Vendor and Procurement Management

Manage vendor identification, evaluation, onboarding, negotiation, performance monitoring, and exit processes.Obtain a minimum of three quotations for relevant purchases and prepare comparison sheets with recommendations.Monitor vendor SLAs, attendance, service quality, response time, and compliance.Prepare monthly vendor scorecards and initiate corrective action when required.Ensure contracts are renewed at least 30 days before expiry.Track invoices, coordinate with Finance, and resolve vendor payment queries within defined timelines.

Budget and Cost Management

Maintain the administration budget tracker and monitor monthly expenditure against the approved budget.Maintain budget variance within ±5%.Process accurate and timely expense entries in Farvision or a similar ERP.Maintain at least 98% expense booking accuracy and complete month end closure.Review quotations, benchmark prices, negotiate commercial terms, and identify cost saving opportunities.Prepare reports on location wise expenses, vendor rate trends, and savings initiatives.

Team and Stakeholder Management

Supervise the Mumbai administration, front desk, and support teams.Allocate responsibilities, manage priorities, ensure coverage, and review team performance.Conduct weekly team meetings and monthly performance reviews.Coordinate with HR, Finance, IT, Procurement, Security, and business teams.Manage the administration helpdesk, including ticket logging, assignment, escalation, SLA tracking, and closure.

Process Improvement, Compliance and Reporting

Develop and improve administration SOPs.Identify process gaps, document corrective actions, and train team members.Maintain the following records:Snag registerVendor scorecardsAMC trackerExpense trackerAsset registerCompliance calendarHelpdesk trackerIdentify recurring issues and implement preventive measures.Submit weekly and monthly MIS reports on time.Ensure monthly FAR reconciliation and zero audit findings.

Director’s Office, Residence and Personal Support

Provide discreet and reliable administrative support to the Director’s Office.Manage calendar requirements, meeting logistics, and administrative coordination.Arrange domestic and international travel, accommodation, transportation, and related logistics.Coordinate visitor management for Directors, board members, senior stakeholders, and important meetings.Support the Director’s residence, fleet, household, and personal administrative requirements as needed.Liaise with HR, Finance, IT, Legal, vendors, drivers, household staff, and other stakeholders.Handle confidential and urgent matters with complete discretion.Anticipate time sensitive requirements and execute them within committed timelines.

Key Performance Indicators

Facility uptime: ≥98%Critical snag closure: within 24 hoursNoncritical snag closure: within 72 hoursAMC renewals before expiry: 100%Vendor SLA compliance: ≥95%Budget variance: within ±5%Expensebooking accuracy: ≥98%Invoice processing: within 3 working daysMonthly FAR reconciliationZero audit findingsHelpdesk SLA achievement: ≥90%Day 1 onboarding readiness: 100%Minimum two costoptimization initiatives every six monthsTimely submission of weekly and monthly MISZero travel or logistics misses100% ontime meeting and visitor coordinationAbsolute confidentiality in all mattersZero escalations due to administrative lapses

Required Qualifications and Experience

Graduate degree is mandatory.Postgraduate qualification in Management, Facilities, or a related field is preferred.7–10 years of progressive experience in administration, facilities management, workplace operations, or a related function.Experience independently managing office operations at a site or location level.Experience managing and supervising a team of at least three members.Strong experience in vendor management, contract negotiation, SLA enforcement, compliance audits, and vendor lifecycle management.Proficiency in MS Excel or Google Sheets, including pivot tables, VLOOKUP/XLOOKUP, dashboards, and data driven reporting.Working knowledge of ERP or expense management systems such as Farvision, SAP, Tally, or similar platforms.Experience supporting senior leadership, executives, or a Director’s Office.Strong written and verbal communication skills.Comfort handling household, residence, fleet, and personal support responsibilities.

Key Competencies

Ownership and accountabilityProblemsolving and rootcause analysisStakeholder managementExecution disciplineVendor negotiationTeam leadershipDiscretion and confidentialityClear communicationCost consciousnessAdaptability and responsiveness

Details required:

Current Location in Mumbai:Age:Total Experience in Administration:Total Experience in Facility Management:Total Experience Supporting a Director/HOD:Name the Industries/Domain that you have worked for:Education:Travel Time from Your Location to Prabhadevi:Current CTC:Expected CTC:Have you previously interviewed with Isprava/Lohono?: Yes/NoIf selected, how soon can you join: