Job Title: Administrative Lead

About the Company

COLLECTIVE delivers the best opportunities in popular culture to its clients. Our clients include creative artists, brands,the investment community, and the entertainment ecosystem.

COLLECTIVE is a multi-faceted content powerhouse with unparalleled access to India’sleading talent across categories.

In Cinema, OTT, Television, Music, Sports, Digital and Regional, we exclusively represent the largest portfolio of talent (Celebrities, influencers, and contentcreators) across Actors,Scriptwriters, Sportspersons, Directors, Producers, Singers, Composers, Comedians, Digital Stars,Authors and more.

Responsibilities:

- Pan-India Administration:

Supervise and manage administrative operations across all company locations pan India, ensuring consistent processes, service standards and operational efficiency.
- Administrative Team Management:

Maintain and develop the administrative team by recruiting, selecting, onboarding, training, setting clear expectations and evaluating performance.
- Day-to-Day Operations:

Supervise the day-to-day operations of the Administration function and ensure smooth, efficient and timely execution of all administrative activities.
- AOP & Budget Management:

Own and execute the Administration AOP for the financial year, ensuring effective planning and utilization of approved budgets. Monitor monthly spends against the approved AOP and ensure budgets are not exceeded without prior approval.
- Budget vs. Actuals:

Maintain a monthly Budget vs. Actuals tracker across all administrative cost heads and locations, identify variances and proactively take corrective action to ensure financial discipline.
- Cost Optimization & Savings:

Identify and implement opportunities for cost optimisation across facilities, vendors, office supplies, maintenance,



travel and other administrative expenses, while maintaining service quality. Drive measurable savings against the approved AOP wherever possible.
- Variance Management:

Review significant monthly budget variances, identify the underlying reasons and put corrective measures in place. Escalate material deviations to the relevant leadership/Finance stakeholders with clear explanations and action plans.
- Facilities Management:

Oversee facilities, infrastructure, maintenance activities, housekeeping, security, office services and other facility-related requirements across all locations.
- Vendor Management:

Manage and oversee administrative vendors, service providers and tradespersons, including onboarding, negotiations, performance monitoring, renewals, SLA adherence and issue resolution.

- Office Supplies & Inventory:

Monitor inventory of office supplies, consumables and other administrative requirements and ensure timely procurement within approved budgets.
- Events & Meetings:

Plan, schedule and coordinate office events, meetings, conferences, interviews, orientations, training sessions and other organizational requirements in coordination with HR and relevant stakeholders.
- Process & SOP Management:

Establish, implement and continuously improve administrative processes, policies and SOPs to ensure consistency, governance and operational efficiency across locations.
- Team Performance & Development:





Supervise administrative personnel by communicating job expectations, setting KRAs, reviewing performance, providing feedback and taking corrective action where required.
- Cross-Functional Coordination:

Ensure smooth and adequate flow of information within the organisation and facilitate effective coordination between Administration, HR, Finance, IT and other functions.
- Employee & Leadership Support:

Provide administrative support to employees, leadership teams, EAs, receptionists and other administrative personnel, ensuring requirements are addressed efficiently.
- Compliance & Governance:

Ensure offices and administrative operations adhere to applicable company policies, statutory requirements, safety standards and building/facility regulations.
- Office Experience:

Work closely with office staff and stakeholders to maintain a professional, collaborative, safe and welcoming workplace workplace.
- Issue Resolution:

Act as the escalation point for administrative and facility-related issues across locations and ensure timely resolution with minimal disruption to business operations.
- Business Continuity:

Ensure administrative readiness and operational continuity across all locations, including contingency planning for critical facilities, vendors and services.
- Organizational Awareness:

Keep abreast of organizational changes, business developments and evolving administrative requirements and proactively adapt processes, resources and priorities accordingly

Requirements

- Project management
- Written and verbal communication skills
- Supervisor
- Scheduling and planning
- A team player with leadership skills
- Attention to detail
- Administrative writing and reporting skills
- Excellent organizational and multitasking abilities

📌 Administrative Lead (Mumbai)
🏢 Collective Artists Network
📍 Mumbai