Assistant Manager - Administration

About ZenV Quantum

At ZenV Quantum, we are building the future of quantum-driven innovation. We operate at the cutting edge of technology, and our workplace reflects that same standard of precision, agility, and excellence. We are looking for an ambitious, operationally excellent Assistant Manager – Administration to ensure our workplace infrastructure scales seamlessly with our growth.

Role Overview

This is a high-visibility, high-impact role acting as the central nervous system of ZenV Quantum’s day-to-day operations. Working directly with the core Leadership Team - The CEO, Head of Human Resources, and Director of Engineering and Director of ZenCube - you will be responsible for transforming our physical workplace into an environment that drives productivity, collaboration, and operational resilience.

The ideal candidate will seamlessly blend workplace hospitality (cafeteria, cleanliness) with rigorous backend control (billing, vendor management, and risk mitigation).

Experience Range: 5–8 years of experience in Corporate Administration or Facility Management. Position Level: Assistant Manager Reporting To: Head of Human Resources

Key Responsibilities

1. Executive Alignment & High-Visibility Operations

Act as the primary administrative point of contact for the Leadership team at ZenV Quantum

Translate leadership vision into daily operational execution, ensuring the office infrastructure matches ZenV’s global corporate standards.

Prepare and present monthly administrative operational reports and expense metrics to the leadership team.

2. Workplace & Facility Excellence

Premises Maintenance: Maintain 100% "walk-in ready" office premises at all times. Oversee housekeeping, spatial organization, and aesthetic standards.

Cafeteria & Hygiene Management: Guarantee strict hygiene and health standards in the cafeteria. Conduct daily audits of food quality, cleanliness, and vendor compliance.

Inventory & Stock Control: Predict, track, and maintain optimal stock levels for office supplies, pantry items, and tech peripherals. Implement a Just-In-Time (JIT) tracking method to eliminate shortages or over-purchasing.

3. Vendor Management, Billing & Basic Accounting

Financial Tracking: Oversee basic billing, verification of operational expenses, and preliminary accounting processes.

Invoice & AMC Management: Maintain a rigorous tracking system for all vendor communications, invoices, processing timelines, and Annual Maintenance Contracts (AMCs) for critical workplace infrastructure (UPS, HVAC, IT networks).

Commercial Negotiation: Review existing vendor contracts to negotiate favorable commercial terms, ensuring ZenV receives top-tier service at competitive rates.

4. Cost Control & Efficiency Optimization

Drive cost-rationalization initiatives across facilities, utilities, and daily operations without compromising quality.

Analyze administrative operational expenses (OpEx) monthly to identify waste and improve overall vendor efficiency.

5. Compliance, Governance & Audit Readiness

Ensure strict adherence to ZenV’s internal organizational policies.

Establish and monitor administrative compliance checkpoints (statutory compliances, fire safety norms, labor law requirements for staff).

Maintain a constant state of "administrative audit readiness," keeping physical and digital records organized and updated.

6. Business Continuity & Risk Management

Identify physical and operational risks to the workplace (e.g., power failures, supply chain disruptions, facility damage).

Develop, update, and deploy robust contingency plans to ensure business continuity.

Ensure the office maintains operational resilience to support our engineering and leadership teams through any disruption.

Required Candidate Profile

Experience & Education

Experience: 5 to 8 years of proven experience in corporate administration, workplace solutions, or facility management (experience in fast-paced tech startups or high-growth MNCs is a strong plus).

Education: Bachelor’s degree in Business Administration, Commerce, Hospitality Management, or a related field.

Technical & Functional Skills

Strong foundational understanding of basic corporate accounting, billing workflows, and invoice processing.

Proficiency with modern workplace management tools, inventory tracking software, and MS Office (Excel, Word, PowerPoint).

Familiarity with contract drafting, AMC SLA tracking, and commercial negotiation tactics.

Soft Skills & Competencies

Executive Presence: Exceptional verbal and written communication skills, with the confidence to brief and align with C-level executives.

Operational Grit: A hands-on leader who takes extreme ownership of the physical workspace and does not look past small defects.

Problem-Solving Agility: Ability to remain calm under pressure and execute contingency plans seamlessly during operational emergencies.

Why Join ZenV Quantum?

Direct Impact: Your work directly shapes the daily experience of the pioneers building quantum solutions.

Leadership Access: Regular, close collaboration with executive leadership, providing a masterclass in business scaling and strategy.

Growth Environment: A high-trust, high-autonomy culture where execution is rewarded, and professional growth is fast-tracked.

This role is based out of our hyderabad office and requires you to work for all 5 days from office.

Pay: ₹400,000.00 - ₹500,000.00 per year

Application Question(s):

How soon can you join?

How many years of Experience do you have in administration and accounts?

Work Location: In person