Role & responsibilities

1. Administrative Operations

- Oversee day-to-day administrative activities and ensure smooth office operations.

- Develop, implement, and maintain administrative policies, procedures, and systems.

- Ensure effective coordination between departments and provide timely administrative support.

- Monitor office infrastructure, facilities, utilities, and maintenance activities.

1. Facility and Infrastructure Management

- Manage office premises, buildings, equipment, furniture, and other company assets.

- Ensure proper housekeeping, cleanliness, hygiene, and workplace safety.

- Coordinate repairs, preventive maintenance, and facility improvement projects.

- Ensure the availability of essential office supplies and services.

1. Vendor and Contract Management

- Identify, evaluate, and manage vendors, contractors, and service providers.

- Negotiate service agreements, commercial terms, and annual maintenance contracts.

- Monitor vendor performance, service quality, and compliance with contractual obligations.

- Control administrative expenditure and identify cost-saving opportunities.

1. Security and Safety

- Oversee security personnel, access control, visitor management, and surveillance systems.

- Implement workplace safety procedures and emergency response plans.

- Coordinate fire safety checks, drills, and other statutory safety requirements.

- Ensure the security of company property, employees, and visitors.

1. Budgeting and Cost Control

- Prepare and manage the annual administration budget.

- Monitor expenses, invoices, purchase orders, and vendor payments.

- Maintain administrative cost records and submit periodic reports to management.

- Implement measures to improve operational efficiency and reduce unnecessary expenditure.

1. Asset and Inventory Management

- Maintain accurate records of company assets, office equipment, and administrative inventory.





- Establish procedures for asset allocation, tracking, maintenance, and disposal.

- Conduct periodic physical verification and reconciliation of assets.

- Ensure appropriate documentation for purchases and asset transfers.

1. Employee and Management Support

- Coordinate employee transportation, accommodation, canteen, and other support services, where applicable.

- Support employee onboarding, seating arrangements, office access, and workplace facilities.

- Organize meetings, conferences, company events, and official travel arrangements.

- Provide administrative support to senior management as required.

1. Compliance and Documentation

- Ensure compliance with applicable laws, statutory requirements, company policies, and internal procedures relevant to administration.

- Maintain contracts, licenses, insurance records, maintenance logs, and other administrative documents.

- Coordinate with HR, Finance, Legal, and other departments on compliance-related matters.

- Prepare administrative reports and records for internal audits and management reviews.

1. Team Leadership

- Lead, supervise, and develop the administration team.

- Allocate responsibilities, monitor performance, and establish service standards.

- Promote accountability, teamwork, and continuous process improvement.

- Ensure timely resolution of administrative issues and service requests.

Preferred candidate profile

- Bachelor's degree in Business Administration, Management, or a related field; a master's degree or relevant skilled qualification is an advantage.

- Typically 18+years of relevant experience in administration, facilities, or operations, including 5+ years in a managerial or leadership role.

- Experience in vendor management, budgeting, facility management, security, and asset control.

- Knowledge of applicable workplace safety requirements and relevant statutory compliance.

- Proficiency in MS Office, reporting tools, and administrative management systems.

📌 Administration Head (Mumbai)
🏢 Sterling u0026 Wilson
📍 Mumbai