Department: Administration

Location: Vasai, Mumbai

Experience: 8+ Years

Reporting To: Senior Management

Employment Type: Full Time

About the Role

We are looking for an experienced Head – Administration to lead and manage the company’s factory administration and pan-India administrative operations .

The role will have end-to-end responsibility for administration, procurement, facility and infrastructure management, security, housekeeping, vendor management and basic factory-related compliances.

The ideal candidate should be a hands-on administrator and strong people manager who can independently manage multiple locations, coordinate with internal and external stakeholders, control costs and ensure that the company’s facilities and factory operations are maintained efficiently.

Key Responsibilities

1. Factory & Pan-India Administration

- Take complete ownership of factory administration and administrative operations across company locations in India.
- Ensure smooth day-to-day functioning of office, factory and other company facilities.
- Establish and maintain administrative processes, systems and controls.
- Coordinate with various departments to understand and fulfil administrative requirements.
- Handle administrative escalations and resolve issues in a timely manner.

2. Procurement & Purchase Management

- Manage procurement of administrative, facility, maintenance and operational requirements.
- Identify, evaluate and onboard suitable vendors and service providers.
- Negotiate pricing, commercial terms, contracts and service agreements.
- Ensure timely procurement while maintaining quality and cost efficiency.
- Maintain proper purchase records, quotations, comparative statements and vendor documentation.
- Monitor vendor performance and take corrective action where required.
- Identify opportunities for cost control and optimization.

3. Security & Housekeeping Management

- Manage security and housekeeping operations at the factory and other company locations.
- Ensure appropriate manpower deployment as per operational requirements.
- Monitor attendance, discipline, performance and service quality of outsourced manpower.
- Coordinate with security and housekeeping agencies.
- Ensure compliance with agreed service levels and contractual terms.
- Conduct periodic reviews of facility support services.

4.



Factory & Statutory Compliance

- Ensure adherence to basic factory-related statutory and administrative requirements.
- Coordinate with relevant internal teams, consultants, government authorities and external agencies wherever required.
- Track licences, registrations, renewals, inspections and other applicable documentation.
- Maintain proper records and ensure timely completion of compliance-related activities.
- Support management during inspections, audits and other regulatory requirements.

5. Building & Infrastructure Maintenance

- Take ownership of maintenance of factory buildings, offices and other company premises.
- Manage civil, electrical, plumbing, HVAC, fire safety, utilities and general maintenance requirements.
- Plan and monitor preventive maintenance activities.
- Ensure timely resolution of breakdowns and facility-related issues.
- Coordinate with contractors, technicians and service providers.
- Maintain records of maintenance activities, AMC contracts and service schedules.
- Ensure the premises remain safe, functional and well maintained.

6. Vendor & Contract Management

- Develop and maintain a reliable vendor network for administration, maintenance, security, housekeeping and other facility requirements.
- Evaluate vendors based on cost, quality, reliability and service capability.
- Negotiate and manage AMC, service and facility contracts.
- Review vendor performance periodically.
- Ensure timely renewal, closure and documentation of contracts.

7. Resource & Cost Management

- Plan administrative resources based on business and operational requirements.
- Prepare and monitor administrative budgets.
- Track expenses and identify areas for cost optimization.
- Ensure optimum utilization of manpower, facilities and other administrative resources.
- Maintain appropriate records and controls for administrative expenditure.

8. Team & Stakeholder Management





- Lead and manage the administration team and outsourced facility resources.
- Set clear responsibilities and performance expectations.
- Coordinate effectively with HR, Finance, Operations, Procurement, Factory and other business functions.
- Provide regular updates to senior management on administrative matters, costs, compliance and key facility issues.

Candidate Profile The ideal candidate should have:

- 8+ years of relevant experience in Administration, Factory Administration, Facility Management or a similar role.
- Prior experience in a manufacturing / factory environment will be preferred.
- Strong practical knowledge of procurement and vendor management .
- Positive understanding of basic factory and statutory compliances .
- Experience in managing security, housekeeping and outsourced manpower .
- Strong understanding of building, infrastructure and facility maintenance .
- Experience managing multiple locations / pan-India operations .
- Strong negotiation and commercial understanding.
- Good problem-solving and decision-making ability.
- Strong communication and stakeholder management skills.
- Ability to work independently and take complete ownership of administrative operations.
- Strong follow-up skills with a practical, hands-on approach.

Key Competencies Administrative Leadership | Procurement | Vendor Management | Factory Administration | Facility Management | Statutory Compliance | Security Management | Housekeeping Management | Infrastructure Maintenance | Cost Control | Resource Management | Negotiation | Team Management | Problem Solving

What Success in This Role Looks Like The person in this role will be expected to:

- Keep factory and company facilities operational, safe and well maintained .
- Ensure administrative requirements are fulfilled on time and within budget .
- Build a strong and dependable vendor ecosystem .
- Maintain effective control over security, housekeeping and facility resources .
- Ensure basic factory-related compliances and documentation are properly tracked and maintained .
- Improve procurement efficiency and achieve measurable cost control .
- Establish consistent administrative standards across pan-India locations .
- Act as a dependable point of ownership for all major administrative and facility-related matters.

📌 Head of Administration (Vasai-Virar)
🏢 EVM India
📍 Vasai-Virar