Manager – Administration & Facilities · Mumbai (Head Office) · Reports to Head of HR & Administration The mandate

Our client is a large, listed Indian building materials company. It has a brand several decades old, a national retail and dealer footprint, and manufacturing in Gujarat and Maharashtra. The business is opening new retail and experience formats and bringing costs under tighter control.

Its administration function has to keep up. Today admin runs largely on long-standing vendor relationships and individual memory. This role exists to change that. The admin spend should be tendered, tracked and audit-ready.

New sites should open on schedule. Travel and fleet should run on policy rather than on exceptions.

What you will own

Cost and vendors

- Re-tender and renegotiate facilities, housekeeping, security, pantry and transport contracts. Deliver a measurable reduction in annual admin spend of [confirm: target %] within 12 months.
- Build and maintain a vendor master with SLAs, rate cards and quarterly performance reviews.

Current sites

- Own the admin side of current offices, stores and experience centres from lease sign-off to handover. That covers fit-out coordination with the project team, utilities, IT and security set-up, furniture and snagging. The target is [confirm: number] sites in the first 18 months, each on its planned date.

Systems and compliance

- Write and roll out admin SOPs. Personally set up the trackers that run the function: the fixed asset register, AMC calendar, lease and licence renewals, and statutory registers.
- Keep all premises-related compliance current and audit-ready. That includes Shops & Establishments registration, fire NOCs, trade licences, lift and DG safety certificates, and insurance.

Travel and fleet

- Run the travel desk, company fleet and guest-house arrangements to a written policy.



Book trips and process claims through the Company's internal travel app. Report monthly on spend against policy.

What you bring

Must have

- 6–8 years in administration and facilities. At least 3 of those years should be as the admin lead for a head office or multi-site operation.
- A track record of running vendor tenders and renegotiating facilities contracts, with savings you can quantify.
- Admin handover of at least two new offices, stores or branches, from fit-out to go-live.
- Hands-on ownership of premises compliance: licences, fire NOCs, lease renewals, AMCs.
- Experience running a corporate travel desk or fleet policy.
- A graduate degree. An MBA or diploma in administration or facilities management is useful but not required.

Strongly preferred

- Admin experience in manufacturing, building materials, retail or real estate.
- Working knowledge of Mumbai municipal and licensing processes.
- Comfort with Excel-based tracking and with rolling out simple internal apps to non-technical users.

What we look for beyond the CV

- You build the tracker yourself. This role is hands-on. You will personally write the SOPs, set up the registers and sit across the table from vendors. You will not simply hand these tasks to a team and follow up.
- You bring the numbers. The Company wants to see savings, turnaround times and renewal dates, not status narratives.
- You are steady on site. You work easily with contractors, landlords, security agencies and store teams, and you can hold a firm line on scope and cost.
- You are discreet. The role gives you access to leases, contracts and senior-management logistics.

Reporting and structure You will report to the Head of HR & Administration. You will work closely with Finance and Procurement on vendor terms, Projects and Retail on new sites, Legal on leases, and IT on site set-up and the travel app.

Compensation

Commensurate with experience. Candidates able to join immediately are preferred.

📌 Admin Manager (Mumbai)
🏢 Love Pangolin
📍 Mumbai