: Head Administration, Security & Facilities

Location: Mumbai, with regular travel to Lonavala and other Della locations as required

Reporting To: Chairman & Managing Director (CMD)

Work Schedule: 6 days a week; flexibility to support extended business hours and operational requirements The Role

Della is looking for a highly professional, customer-oriented and execution-driven Head – Administration, Security & Facilities to lead the complete administration, security, facilities and workplace services function across its businesses and locations.

This role requires a leader with exposure to luxury hospitality, premium residential developments, five-star hotels, luxury real estate or high-end lifestyle environments, who understands that administration is not merely about managing facilities—it is about delivering seamless operations, uncompromising security, exceptional service standards and a consistently superior experience for every guest, customer, employee and stakeholder.

The incumbent will report directly to the CMD and will be expected to demonstrate discretion, maturity, strong communication, excellent computer proficiency, high ownership and the ability to anticipate needs and resolve issues proactively.

Key Responsibilities

1. Administration & Business Operations

- Lead all administrative operations across offices, facilities, business locations and designated Della properties.
- Establish standard operating procedures, service standards, administrative controls, approval processes and reporting mechanisms.
- Manage administrative budgets, cost controls, procurement coordination, vendor contracts, service-level agreements and expense optimisation without compromising service quality.
- Ensure timely execution of CMD-directed assignments and confidential administrative matters.

2. Security Management & Risk Control

- Lead physical security operations, access control, visitor management, surveillance systems, security deployment and incident response.
- Develop and enforce security SOPs, emergency response protocols, escalation matrices and preventive risk-control measures.
- Coordinate with security agencies, internal stakeholders and relevant authorities wherever required.
- Ensure security personnel are trained, professionally presented, disciplined and aligned with Dellas service expectations.
- Maintain incident registers, security audits, investigation reports and corrective-action trackers.
- Protect the safety, privacy and confidentiality of the CMD, guests, employees, visitors, assets and business operations.

3. Facilities & Infrastructure Management

- Oversee building upkeep, housekeeping, repairs, preventive maintenance, utilities, workplace readiness and service-provider performance.
- Ensure all facilities remain operationally ready, aesthetically maintained, clean, safe and consistent with Della’s premium brand positioning.
- Coordinate with engineering, IT, projects, housekeeping and external vendors for timely issue resolution.
- Introduce preventive maintenance schedules,



facility inspection checklists, asset registers and service-quality audits.
- Track recurring issues, service delays and maintenance costs, and drive permanent corrective action.

4. Luxury Customer Service & Stakeholder Experience

- Establish a proactive, discreet and solutions-oriented service culture across administration and facilities.
- Ensure customers, guests, senior management, business associates and employees receive prompt, courteous and professional assistance.
- Anticipate requirements rather than merely respond to requests; manage escalations with composure, empathy and accountability.
- Maintain premium standards in visitor reception, guest movement, transport coordination, meeting arrangements and workplace presentation.
- Demonstrate the communication skills and personal maturity required to interact confidently with senior leaders, HNIs, VIPs, external partners and service providers.

5. Team Leadership & Capability Building

- Build, organise and lead a team of approximately 7–8 personnel across administration, security coordination and facilities management.
- Define responsibilities, work schedules, performance standards, escalation responsibilities and measurable deliverables.
- Recruit, train, coach and review team members to build a disciplined, responsive and service-oriented function.
- Drive daily briefings, periodic performance reviews, accountability and continuous improvement.
- Ensure adequate manpower coverage, professional conduct and continuity of operations across locations.

6. Systems, Computer Applications & Reporting

- Demonstrate excellent working proficiency in MS Excel, Word, PowerPoint, Outlook, online collaboration tools and digital reporting systems.
- Use Excel-based trackers, dashboards and MIS reports to monitor expenses, vendors, security incidents, maintenance, service requests, assets and team performance.
- Maintain accurate digital records, contracts, licences, approvals, inventories, registers and administrative documentation.
- Prepare concise, decision-ready reports for the CMD covering operational status, risks, exceptions, costs and corrective actions.
- Drive digitisation, process standardisation and measurable service-level improvements.

7. Compliance, Governance & Confidentiality

- Ensure applicable administrative, facility, fire and life-safety, security, labour and vendor-related requirements are tracked and complied with in coordination with the relevant specialists.
- Maintain valid records, licences, contracts, insurance documents, inspection reports and renewal calendars, as applicable.
- Enforce confidentiality, access controls,



document security and professional conduct.
- Escalate material risks, incidents, compliance gaps and unresolved operational issues promptly.

Candidate Profile
- Graduate in any discipline; a qualification in Business Administration, Hospitality Management, Facilities Management or Security Management would be an advantage.
- Typically 12–18 years of relevant experience, with substantial experience leading administration, security and facilities operations.
- Prior experience in luxury hospitality, five-star hotels, premium real estate, luxury residential communities, high-end lifestyle brands or similarly service-intensive environments is strongly preferred.
- Proven ability to build and manage a team, including outsourced manpower and service providers.
- Robust understanding of physical security, facilities operations, vendor management, budgeting, service standards and operational controls.
- Excellent computer skills, particularly MS Excel, Word, PowerPoint, email and digital MIS/reporting.
- Outstanding verbal and written communication, interpersonal skills, presentation and stakeholder-management abilities.
- Demonstrated customer orientation, discretion, problem-solving, attention to detail and the ability to manage competing priorities.
- Comfortable working six days a week, with regular travel to Lonavala and other locations and flexibility for extended hours when business demands require it.

Key Performance Indicators (KPIs)
- Consistent readiness, upkeep and service quality across assigned facilities.
- Security incidents, risk exposure and timely closure of corrective actions.
- Response and resolution time for administrative and facility-related requests.
- Customer, guest and internal stakeholder satisfaction.
- Vendor performance, SLA adherence and cost optimisation.
- Preventive maintenance completion and reduction in repeat breakdowns.
- Compliance with applicable requirements, licence renewals and record maintenance.
- Team productivity, discipline, training and accountability.
- Accuracy and timeliness of MIS, dashboards and management reporting.
- Successful implementation of SOPs and measurable process improvements.

Leadership Expectations The successful candidate must be a hands-on leader who takes complete ownership, demonstrates sound judgement and maintains high standards without constant supervision. The role demands the ability to manage sensitive matters discreetly, communicate confidently with the CMD, resolve operational challenges independently and create a culture where service excellence, security and accountability are non-negotiable. At Della, administration is an experience function—not merely a support function. Every interaction, facility and operational detail must reflect professionalism, preparedness, discretion and excellence.

Please share your resume on [email protected] with :

Current CTC

Expected CTC

Notice Period

Current Location

OK to work 6 days a week

OK for Travel and Extended working hours

📌 Administration Head (Mumbai)
🏢 Della Resorts
📍 Mumbai