Designation: Head – Administration

Department: Administration & Facilities

Reporting To: Chief People Officer (CPO)

Location: Head Office

Role Type: Leadership Role

Role Purpose

The Head – Administration will be responsible for leading and overseeing the organization’s overall administration, facilities, infrastructure, security, safety, compliance, vendor management, and employee support services across the Head Office, branch offices, and warehouses.

The role will establish standardized administrative processes, ensure operational continuity across all locations, optimize administrative costs, maintain statutory and regulatory compliance, and deliver efficient, safe, and employee-friendly workplace services. The position will also lead the administration team, drive service excellence, and partner with business leaders and the CPO to align administrative operations with organizational priorities and growth plans.

Key Responsibilities

1. Strategic Administration & Multi-Location Operations

- Develop and implement the organization’s administration strategy, policies, SOPs, and service standards across the Head Office, branches, and warehouses.
- Ensure consistent, efficient, and cost-effective administrative operations across all locations.
- Establish governance mechanisms, reporting dashboards, and performance metrics to monitor administrative effectiveness and service delivery.
- Partner with the CPO and business stakeholders to support organizational expansion, recent location launches, relocations, and changing infrastructure requirements.
- Identify opportunities for process standardization, operational improvement, and automation of administrative activities.

2. Facilities & Infrastructure Management

- Oversee the upkeep, maintenance, and operational readiness of all offices and warehouses, including preventive and breakdown maintenance and housekeeping.
- Manage lease agreements, renewals, rent payments, landlord relationships, and coordination with local authorities.
- Lead office setup, expansion, relocation, renovation, and interior fit-out projects, ensuring adherence to approved budgets, timelines, and quality standards.
- Ensure uninterrupted availability of essential utilities, including electricity, DG sets, water, HVAC, internet, and telecommunications.
- Manage annual maintenance contracts (AMCs) for critical infrastructure and equipment.
- Conduct periodic infrastructure reviews and implement corrective measures to maintain workplace quality, safety, and operational continuity.

3. Branch & Warehouse Administration

- Establish and enforce standardized administrative processes, checklists, and operating procedures across all branches and warehouses.
- Conduct periodic site visits and administrative audits to assess infrastructure, housekeeping, safety, asset condition, and process compliance.
- Act as the escalation point for location-level administrative issues and ensure timely resolution.
- Coordinate with branch heads, warehouse managers, and location in-charges to address infrastructure requirements, local vendor issues, and manpower needs.
- Monitor audit observations and ensure timely closure of corrective and preventive actions.

4. Security, Safety & Business Continuity

- Oversee physical security across all locations, including security agencies, access control, CCTV surveillance, visitor management, and warehouse material movement and gate-pass controls.
- Ensure implementation of fire safety standards, availability and maintenance of firefighting equipment, evacuation plans, mock drills, and applicable fire approvals.
- Establish and monitor Environment, Health & Safety (EHS) practices in coordination with relevant internal stakeholders.
- Investigate and report security and safety incidents, identify root causes, and implement corrective and preventive actions.
- Develop and implement emergency response procedures and business continuity plans to minimize operational disruptions.

5. Vendor, Contract & Procurement Management

- Identify, evaluate, negotiate,



and manage vendors and service providers for housekeeping, security, transport, cafeteria, courier, stationery, repairs, and maintenance.
- Establish service-level agreements (SLAs), performance standards, and periodic vendor evaluation mechanisms.
- Drive cost optimization through rate negotiations, competitive bidding, vendor consolidation, and standardized commercial terms.
- Ensure timely contract renewals, proper documentation, and adherence to procurement policies and approval matrices.
- Monitor vendor performance, service quality, compliance, and cost effectiveness across all locations.

6. Asset, Inventory & Fleet Management

- Maintain an accurate, centralized fixed asset register for administrative assets across all locations.
- Establish controls for asset procurement, tagging, allocation, movement, physical verification, transfer, and disposal.
- Ensure appropriate utilization, safeguarding, and maintenance of company-owned administrative assets.
- Oversee fleet operations, including vehicle allocation, maintenance, fuel monitoring, insurance, statutory documentation, and driver management.
- Implement periodic asset audits and reconciliation processes to minimize losses and improve asset utilization.

7. Statutory & Regulatory Compliance

- Ensure all offices and warehouses maintain valid and applicable licenses, registrations, permits, fire approvals, and other statutory documentation.
- Track renewal dates and establish a compliance calendar to prevent lapses in licenses, NOCs, AMCs, and other mandatory approvals.
- Coordinate with government departments, municipal authorities, police, fire departments, and other local agencies as required.
- Maintain complete and updated administrative records to support internal, external, and statutory audits.
- Work closely with HR, Legal, Finance, EHS, and other relevant functions to address compliance requirements and close audit observations.

8. Employee Support Services, Travel & Events

- Oversee travel desk operations, including domestic and international travel bookings, accommodation, visa coordination, and adherence to the travel policy.
- Manage front office, reception, cafeteria, pantry, courier, mailroom, printing, stationery, and other workplace support services.
- Ensure professional guest management and efficient coordination of meetings, conferences, employee events, and leadership visits.
- Establish service standards and feedback mechanisms to improve employee experience and internal customer satisfaction.
- Resolve escalated employee and business stakeholder concerns relating to administrative services.

9. Budgeting, Financial Control & Cost Optimization

- Prepare and manage the annual administration budget, covering operating expenditure (OPEX) and capital expenditure (CAPEX) across all locations.
- Monitor monthly administrative expenditure against approved budgets and analyze variances.
- Drive cost-saving initiatives without compromising safety, compliance, infrastructure quality, or service delivery.
- Review administrative costs by location, employee strength, and occupied area to identify efficiencies and opportunities for optimization.
- Ensure timely processing of purchase requisitions, invoices, and vendor payments in accordance with company policies and delegated authority.
- Present periodic budget performance, cost trends, savings initiatives, and financial risks to the CPO and relevant stakeholders.

10. Team Leadership & Performance Management

- Lead and manage the central administration team and coordinate administrative resources across branches and warehouses.
- Define team structure, roles, responsibilities, KRAs,



KPIs, and service-level expectations aligned with organizational requirements.
- Establish clear turnaround times (TATs) for administrative requests and monitor team productivity, service quality, and issue resolution.
- Conduct regular performance reviews, provide feedback, and implement training and capability-building initiatives.
- Ensure appropriate manpower deployment, shift planning, attendance management, and operational coverage for administration, housekeeping, security, and transport services.
- Develop cross-functional capabilities and backup arrangements to ensure continuity of services during absences or resource constraints.
- Foster a service-oriented, accountable, and performance-driven culture within the administration function.
- Partner with the CPO on escalations, resource planning, organizational expansion, policy improvements, and strategic administrative initiatives.

Key Performance Indicators (KPIs)

- Facility & Infrastructure: Facility uptime, maintenance compliance, and turnaround time for closure of administrative complaints and service requests.
- Cost & Budget Management: Administrative cost per employee and per square foot against budget; cost savings achieved; CAPEX and OPEX variance.
- Compliance & Governance: 100% validity of applicable statutory licenses, registrations, NOCs, and mandatory approvals; timely AMC and contract renewals.
- Security & Safety: Number and severity of security and safety incidents; fire safety compliance; completion of mock drills and closure of audit observations.
- Vendor Performance: SLA adherence, service quality, vendor evaluation scores, cost competitiveness, and contract renewal timeliness.
- Branch & Warehouse Operations: Site audit scores, compliance levels, asset condition, and timely closure of corrective actions.
- Asset & Fleet Management: Asset register accuracy, physical verification compliance, vehicle utilization, and maintenance and insurance compliance.
- Employee Service Delivery: Administrative request resolution TAT, employee satisfaction with support services, and service quality across locations.
- Team Effectiveness: Team productivity, SLA adherence, manpower availability, attendance, capability development, and employee retention.
- Process Improvement: Implementation of standardized SOPs, process improvements, automation initiatives, and measurable operational efficiencies.

Key Stakeholder Relationships

- Internal: Chief People Officer, Business Heads, Branch Heads, Warehouse Managers, HR, Finance, Procurement, Legal, EHS, IT, and other functional leaders.
- External: Landlords, facility management agencies, security agencies, service providers, contractors, transport vendors, government authorities, and statutory bodies.

Desired Candidate Profile

- Relevant experience in administration, facilities management, infrastructure operations, or corporate services, preferably in a multi-location organization with offices and warehouses.
- Demonstrated experience in leading administration operations, managing teams across locations, and handling large-scale facilities and vendor ecosystems.
- Strong understanding of facility management, lease administration, security, safety, statutory compliance, vendor contracts, budgeting, and cost optimization.
- Experience in CAPEX/OPEX planning, commercial negotiations, service-level management, and administrative audits.
- Proven ability to establish SOPs, improve processes, manage operational escalations, and drive consistent service delivery.
- Strong leadership, stakeholder management, negotiation, analytical, communication, and problem-solving skills.
- Ability to manage competing priorities, lead cross-location teams, and operate effectively in a fast-paced business environment.

Overall Success Measure: Establish a scalable, compliant, safe, and cost-efficient administration function that ensures uninterrupted operations across all locations, enhances employee experience, and supports the organization’s business growth.

📌 Head – Administration (Navi Mumbai)
🏢 Vashi Integrated
📍 Navi Mumbai