Administrative Services Manager I Full Time

• Executive Support & Leadership Coordination

Provide high-level administrative and executive support to the MD, including calendar management, meeting coordination, and stakeholder interactions

Ensure effective prioritization, time management, and meeting readiness

Organize leadership and management meetings, including agendas, presentations, pre-reads, and follow-ups

Act as an administrative liaison between the MD, senior leadership, and internal or external stakeholders

• Administrative Services Management

Direct and coordinate administrative services including office operations, clerical and support services, printing, mail and messenger services, telecommunications, maintenance, purchasing, and security

Establish objectives, operating policies, and procedures for assigned administrative areas

Manage administrative activities through direct reports and/or subordinate managers with accountability for costs, methods, and service delivery

Ensure consistent implementation of policies, standards, and service levels across locations

• Travel & Logistics Management

Plan and manage domestic and international travel for senior leadership, including itineraries, bookings, visas, insurance, and logistics

Coordinate with vendors for air travel, accommodation, and ground transport

Monitor travel expenses and ensure compliance with organizational policies

• Facility & Infrastructure Management
• Oversee daily facilities operations, maintenance, and infrastructure readiness
• Ensure compliance with safety, statutory, regulatory, and audit requirements
• Manage office space planning, workplace services, and overall site readiness
• Vendor & Procurement Management
• Manage vendors across facilities, security, transport, housekeeping, maintenance, and related services
• Oversee procurement processes including RFQs, purchase orders, delivery tracking, and invoice coordination
• Drive cost optimization, service quality, and compliance with procurement policies
• Employee Transport Management
• Oversee employee transport operations including routing, scheduling, and vendor coordination
• Ensure safety standards, contractual compliance, and service quality
• Manage escalations and ensure continuity of transport services
• Employee Engagement & Workplace Experience
• Plan and support employee engagement initiatives, events, and site-level activities
• Coordinate logistics, communications, and execution across teams
• Support initiatives that enhance employee experience and workplace effectiveness
• Workforce & Administrative Operations
• Coordinate onboarding and offboarding administrative processes
• Support records management, documentation, collaboration platforms, and administrative reporting
• Assist with administrative aspects of budgeting, expense tracking, and financial coordination
• Compliance, Governance & Documentation
• Maintain administrative records related to audits, contracts, AMCs, licenses, and statutory documentation
• Ensure adherence to organizational policies, Code of Conduct, and physical and digital security practices
• Support governance processes through accurate documentation and reporting
• Site & Senior Management Support
• Support site or leadership governance meetings, track actions, and ensure timely follow-through
• Partner with senior management on administrative matters impacting multiple functions or stakeholders

Qualifications

Key Skills & Competencies

Strong administrative and operational leadership

Executive support and stakeholder management capability

Vendor, facilities, and procurement management expertise

Strong planning, coordination, and multitasking skills

Sound judgment, discretion, and attention to detail

Effective communication and problem-solving skills

Qualifications & Experience

Graduate or Postgraduate degree in Administration, Business, Management, or a related field

12–15 years of experience in administrative services, facilities, operations, or executive support roles

Demonstrated Experience Supporting Senior Leadership (MD Or Equivalent Preferred)

Experience supporting senior leaders in regional or global roles, involving coordination across multiple geographies and time zones.

Strong knowledge of administrative policies, procedures, and workplace operations

Proven ability to manage multiple priorities and deliver high-quality outcomes

Experience managing teams and/or administrative functions with cost and service accountability

Success Metrics

Efficient and disruption-free administrative and workplace operations

Effective executive support enabling leadership productivity

High levels of employee satisfaction and workplace experience

Timely compliance, audits, and governance adherence

Cost control, optimized vendor performance, and service quality

About Us

A global leader in applied safety science, UL Solutions (NYSE: ULS) transforms safety, security and sustainability challenges into opportunities for customers in more than 110 countries. UL Solutions delivers testing, inspection and certification services, together with software products and advisory offerings, that support our customers’ product innovation and business growth. The UL Mark serves as a recognized symbol of trust in our customers’ products and reflects an unwavering commitment to advancing our safety mission. We help our customers innovate, launch new products and services, navigate global markets and complex supply chains, and grow sustainably and responsibly into the future. Our science is your advantage.