Administration Manager

Job Description Admin Manager (Vendor Management) | Retail Industry

Job Title:

Admin Manager Vendor Management

Department:

Administration / Operations

Job Purpose:

The Admin Manager – Vendor Management will be responsible for managing and coordinating with vendors to ensure smooth delivery of administrative services across retail stores. The role involves vendor sourcing, negotiation, contract management, service quality monitoring, cost control, and maintaining strong vendor relationships.

Key Roles & Responsibilities.

Vendor Management:

• Identify, evaluate, and onboard vendors based on business requirements.
• Maintain a database of approved vendors and service providers.
• Coordinate with vendors for services including housekeeping, security, maintenance, repairs, transport, office supplies, and other administrative requirements.
• Ensure timely renewal of vendor agreements and contracts.
• Monitor vendor performance and service quality regularly.

Contract & Commercial Management:

• Negotiate pricing, service terms, and commercial agreements with vendors.
• Ensure all vendor contracts comply with company policies and procedures.
• Track contract validity, renewal dates, and service-level agreements (SLAs).
• Coordinate with internal stakeholders for vendor quotations and approvals.

Retail Store Administration:

• Support administrative requirements across multiple retail locations.
• Ensure timely resolution of store infrastructure and maintenance issues.
• Coordinate with vendors for store repairs, utilities, fixtures, and facility requirements.
• Conduct periodic vendor and facility performance reviews.

Cost Control & Budget Management:

• Monitor administrative expenses and identify cost-saving opportunities.
• Compare vendor quotations and ensure competitive pricing.
• Maintain records of vendor payments, invoices, and purchase orders.
• Support budget planning and expense tracking for administrative operations.

Compliance & Documentation

• Maintain proper documentation of vendor agreements, quotations, invoices, and service reports.
• Ensure vendors comply with company policies, safety standards, and statutory requirements.
• Maintain MIS reports related to vendor performance, expenses, and service issues.

Stakeholder Coordination:

• Coordinate with Retail Operations, Finance, Procurement, and Store Teams.
• Act as a single point of contact for vendor-related escalations.
• Ensure timely communication and resolution of operational issues.

Key Skills Required:

• Strong vendor negotiation and relationship management skills.
• Knowledge of contract and SLA management.
• Excellent communication and coordination skills.
• Good knowledge of retail administration and facility management.
• Strong analytical and cost-control abilities.
• Proficiency in MS Excel, MIS reporting, and documentation.
• Ability to manage multiple vendors and retail locations simultaneously.

Qualification:

• Graduate / Postgraduate in Business Administration, Operations, Supply Chain, or related field.
• MBA will be an added advantage.

Experience:

• 5–10 years of experience in Administration, Vendor Management, Facility Management, or Retail Operations.
• Experience in managing vendors for multi-location retail operations is preferred.

Key Performance Indicators (KPIs):

• Vendor service quality and SLA compliance.
• Cost savings achieved through vendor negotiations.
• Timely closure of store maintenance issues.
• Vendor performance rating.
• Reduction in operational escalations.
• Timely contract renewals and documentation.
• Administrative expense control.