Location: Gurugram

Experience: 10–15 Years

CTC: ₹18 LPA

Employment Type: Full time

Travel: PAN India as required

Reporting To: Chief Operating Officer

Role Overview

We are looking for a Head of Administration to take complete ownership of administration, facilities, security, vendor management and store expansion across a large multi-location retail network.

This is a hands-on leadership role focused on national retail expansion , ensuring new stores are opened on time, existing stores operate smoothly, and people, assets, stock and cash remain secure.

Key Responsibilities

1. Store Expansion & Rollout

- Own end-to-end administration for current store openings across India.
- Manage site readiness, fit-outs, utilities, statutory requirements, security installations and vendor mobilisation.
- Develop standard store-opening checklists, timelines, specifications and cost models.
- Manage store relocation, renovation and closure with minimum business disruption.
- Track rollout timelines, risks and budgets and report progress to senior management.

2. Security & Incident Management

- Own physical security across all stores, including security agencies, CCTV, alarms, access control, safes and strong rooms.
- Establish and enforce security SOPs across locations.
- Manage theft, loss, police cases, FIRs, disputes and other critical incidents.
- Act as the primary escalation point for serious branch incidents.
- Maintain incident MIS and identify recurring security risks.

3. Facilities & Administration

- Oversee housekeeping, maintenance, utilities, transportation and other facility services.
- Ensure all stores remain operational with minimum downtime.
- Manage AMC contracts and service providers.
- Establish preventive maintenance and audit processes.

4. Leasing & Property Management

- Manage landlords,



property owners and brokers for new and existing locations.
- Handle lease negotiations, renewals, escalations, exits and property-related issues.
- Maintain lease records and ensure timely action on expiries and contractual obligations.

5. Vendor & Procurement Management

- Lead vendor identification, onboarding, negotiation and performance management.
- Build and manage a reliable vendor network across multiple cities.
- Negotiate commercial terms and optimise vendor costs.
- Ensure timely execution of projects and services.

6. Budget & Cost Control

- Own the administration and store-opening budgets.
- Develop cost estimates for new stores and monitor actual vs. budget.
- Track administration cost per store and identify cost-saving opportunities.
- Ensure proper approval and documentation of administrative expenditure.

7. Team Leadership & Governance

- Lead the central administration, facilities, IT infrastructure support and vendor/procurement teams.
- Build regional administration teams as the network expands.
- Develop and implement administration SOPs and policies.
- Conduct regular branch audits and ensure closure of identified gaps.
- Prepare daily, weekly and monthly administration MIS for senior management.

Key Requirements
- 10–15 years of experience in Administration, Facilities, Retail Operations Support or a related function.
- At least 4 years of leadership experience managing administration across multiple locations/cities.
- Proven experience in multi-city retail store expansion and rollout .




- Experience managing a large network of retail outlets/branches .
- Solid hands-on experience in physical security, asset protection and incident management .
- Experience handling police cases, FIRs, theft/loss cases and local authorities .
- Strong exposure to leasing, landlords and property management .
- Experience managing vendors, AMC contracts, facilities and procurement.
- Proven budget ownership and cost-control experience.
- Experience leading distributed/regional teams .
- Strong communication and negotiation skills.
- Fluent in Hindi and English .
- Willingness to travel extensively across India.

Preferred Background Candidates from the following sectors would be particularly relevant:
- Jewellery / Precious Metals
- Retail
- Banking / Financial Services
- Cash Management / Cash Logistics
- High-value Asset Businesses
- Large Multi-location Retail Operations
- Security & Asset Protection

Not Suitable For This Role
- Single-site Administration Managers
- Single-city Facilities Managers without multi-city exposure
- Corporate office administration profiles
- Candidates who have only coordinated store rollouts but have not personally owned execution
- Candidates without significant retail/multi-location operations experience

Success in the Role The successful candidate will be expected to:
- Deliver new store openings on schedule and within budget
- Build a standardised store-opening process
- Maintain strong security and asset-protection standards
- Reduce recurring theft, loss and operational incidents
- Keep administration and facility costs under control
- Ensure leases, AMCs and vendor contracts are managed proactively
- Build a scalable regional administration structure
- Establish strong SOPs, audits and MIS across the network

📌 Head of Administration (Gurugram)
🏢 GoodSpace AI
📍 Gurugram