Ali Akbar Ayub Khan
Mumbai
Summary
Results-driven Administration and Facility Management professional with over 13 years of experience in administration, operations, vendor management, and sales support. Proven expertise in optimizing facility operations, procurement, project coordination, and team leadership to enhance process efficiencies and service excellence. Recognized for implementing strategic initiatives that drive operational improvements while fostering collaboration and adaptability within teams. Committed to delivering impactful results through effective communication, analytical thinking, and a proactive approach to continuous improvement.
Overview
13
13
years of professional experience
Work History
Admin Ops Manager
Blum
01.2023 - Current
- Lead end-to-end administration and facility management for corporate and satellite locations, ensuring uninterrupted operations and regulatory compliance.
- Manage procurement cycles, negotiate vendor contracts, and enforce SLAs to achieve cost savings and service reliability.
- Prepare and present monthly MIS covering expenses, vendor performance, inventory, and facility uptime to senior leadership.
- Drive process improvement projects to streamline workflows, reduce costs, and enhance employee experience.
- Oversee executive support functions including travel arrangements, meeting logistics, and stakeholder communications.
- Recruit, train, and mentor administrative staff; set KPIs and implement performance improvement plans.
- Collaborated with human resources to recruit top talent in alignment with organizational needs, contributing to a skilled workforce capable of driving company success.
- Reduced equipment downtime by establishing preventive maintenance programs, improving overall system reliability.
- Spearheaded change management initiatives that facilitated seamless integration during mergers or acquisitions.
- Championed continuous improvement efforts, identifying and implementing best practices to elevate organizational performance.
- Developed accurate budgets, forecasts, and financial reports to guide informed decision-making at all levels of the organization.
- Balanced competing priorities in a dynamic environment, ensuring timely completion of tasks while maintaining high standards for quality and safety.
- Ensured regulatory compliance by maintaining up-to-date knowledge of industry standards and implementing appropriate policies and procedures.
- Managed daily operations, ensuring smooth workflow and optimal resource allocation across departments.
- Enhanced employee performance with focused training programs, coaching, and mentoring initiatives.
- Boosted operational efficiency by implementing cost-effective strategies and streamlining processes.
- Identified opportunities for process automation, leading to increased efficiency and reduced manual workload for staff members.
- Led hiring, onboarding and training of new hires to fulfill business requirements.
- Supervised operations staff and kept employees compliant with company policies and procedures.
- Identified and resolved unauthorized, unsafe, or ineffective practices.
- Managed inventory and supply chain operations to achieve timely and accurate delivery of goods and services.
- Developed and maintained relationships with external vendors and suppliers.
- Negotiated contracts with vendors and suppliers to obtain best pricing and terms.
- Trained and guided team members to maintain high productivity and performance metrics.
- Assisted in recruiting, hiring and training of team members.
- Tracked employee attendance and punctuality, addressing repeat problems quickly to prevent long-term habits.
- Observed each employee's individual strengths and initiated mentoring program to improve areas of weakness.
- Managed purchasing, sales, marketing and customer account operations efficiently.
- Monitored daily cash discrepancies, inventory shrinkage and drive-off.
- Negotiated price and service with customers and vendors to decrease expenses and increase profit.
- Reduced financial inconsistencies while assessing and verifying billing invoices and expense reports.
- Reduced operational risks while organizing data to forecast performance trends.
- Reduced budgetary expenditures by effectively negotiating contracts for more advantageous terms.
Admin Ops In-Charge
Food On Delivery
01.2018 - 11.2022
- Directed daily operations for a high-volume delivery business, managing inventory, procurement, vendor relationships, and office facilities.
- Implemented procurement policies and vendor evaluation frameworks that improved supply reliability and reduced operating costs.
- Managed bill processing, expense reconciliation, and supported month-end financial close activities.
- Coordinated large-scale events, training programs, and cross-departmental meetings to support business expansion.
- Introduced standardized reporting templates and dashboards to increase operational transparency and decision support.
Senior Sales Consultant
Millennium Toyota
09.2014 - 12.2017
- Achieved sales targets through proactive client engagement, product demonstrations, and relationship management.
- Coordinated between sales, service, and finance teams to ensure timely delivery and high customer satisfaction.
- Trained and mentored junior sales staff on CRM usage, product knowledge, and sales best practices.
Senior Sales Consultant
Ichibaan Nissan
06.2013 - 07.2014
- Managed client acquisition and retention conducted showroom operations, and closed high-value deals.
- Supported showroom administration and coordinated with service teams to resolve customer issues efficiently.
Education
B. Com
Lala Lajpatrai College
Mumbai, India04-2011
Skills
- 13 years of progressive experience across Sales, Administration, Operations, and Facility Management
- Procurement & Vendor Management: Led vendor selection, contract negotiation, SLA enforcement, and payment processing to optimize costs and service delivery
- Project & Transition Management: Managed transition and rollout projects from scope definition through delivery, including scheduling, cost estimation, risk mitigation, and quality control
- Operational Leadership: Directed multi-location administrative operations, facility upkeep, inventory control, and compliance with municipal regulations
- Financial Controls & Reporting: Implemented MIS reporting, bill processing, expense reconciliation, and budget monitoring to improve financial visibility
- Team Development: Built, mentored, and evaluated administrative teams; defined KPIs and aligned team objectives with organizational goals
- Stakeholder Engagement: Engaged with senior management, clients, and cross-functional teams to align operational activities with business strategy
- Process Improvement: Championed continuous improvement initiatives that reduced turnaround times, improved vendor responsiveness, and enhanced workplace safety
- Event & Executive Support: Coordinated conferences, meetings, travel logistics, and executive schedules to ensure seamless operations
- Administration & Operations: Office administration; facility management; multi-location coordination
- Vendor & Supplier Management: Procurement; contract negotiation; vendor performance monitoring; payment processing
- Project Management: Scope management; scheduling; cost estimation; risk analysis; quality assurance
- Compliance & Documentation: Municipal/BMC license handling; statutory compliance; records management
- Financial Operations: MIS reporting; bill processing; budget monitoring; expense control
- Event Management & Executive Support: Conference planning; travel coordination; meeting logistics; stakeholder liaison
- People Management: Team leadership; staff training; performance appraisal; mentoring; KPI alignment
- Tools & Systems: Microsoft Office Suite; MIS dashboards; basic ERP and CRM exposure
- Cost reduction
- Business analysis
- Standard operating procedures
- Key performance indicators
- Staff development
- Workforce planning
- Problem-solving
- Maintaining compliance
- Warehouse operations
- Operational efficiency
- Corporate partnerships
- Decision-making
- Project planning and development
- Operations management
- Strategic planning
- Crisis management
- Invoice processing
- Inventory management
- Inventory control
- Procurement management
- Management
- Supply chain management
- Vendor sourcing
- Cost control
- Project management
- Data management
- Process improvement strategies
- Budget development and management
- Onboarding and orientation
- KPI tracking
- Policies and procedures implementation
- Solutions development
- Process improvement
- Building and facility management
- Financial management
- Project management abilities
- Workflow optimization
- Process improvements
Additional Information
Microsoft Office Suite (Word; Excel; PowerPoint; Outlook); MIS reporting; basic ERP and CRM familiarity
Languages
English
Hindi
Marathi
Urdu
Gujarati
Responsibilities and Duties
- Policy and Process: Develop and maintain administrative policies, SOPs, and facility management protocols.
- Team Leadership: Initiate and lead cross-functional teams to resolve operational issues and execute parallel tasks for faster delivery.
- Project Delivery: Ensure project deliverables meet scope, schedule, budget, and quality requirements; report status to stakeholders.
- Resource Management: Coordinate resource allocation with functional managers and escalate resourcing needs to sponsors.
- Stakeholder Coordination: Facilitate meetings with product committees and project sponsors to address impediments and align priorities.
- Training and Development: Ensure team members receive necessary training and maintain healthy group dynamics to sustain productivity.
- Compliance and Documentation: Maintain statutory records, manage municipal/BMC licensing, and ensure documentation accuracy.
Timeline
Admin Ops Manager
Blum
01.2023 - Current
Admin Ops In-Charge
Food On Delivery
01.2018 - 11.2022
Senior Sales Consultant
Millennium Toyota
09.2014 - 12.2017
Senior Sales Consultant
Ichibaan Nissan
06.2013 - 07.2014
B. Com
Lala Lajpatrai College