Head - Administration & Facilities

Department: Administration / Facilities Management

Reports To: Chief People Officer

Team Managed: Administration team across Head Office, branches and warehouses

Locations Covered: Head Office, all branch offices and warehouses

Experience: 10+ years in Administration / Facilities Management, with at least4+ years in a team-leading role

Role Purpose:

To lead the administration and facilities function across all company locations - offices, branches and warehouses - ensuring safe, compliant, well-maintained and cost-efficient workplaces, while managing vendors, statutory compliance, assets and the administration team.

Key Responsibilities:

1. Facility & Infrastructure Management

Manage upkeep, preventive and breakdown maintenance, and housekeeping of all offices and warehouses.

Handle office/warehouse leases, renewals, rent coordination, and relationships with landlords and local authorities.

Support office setup, expansion, relocation, renovation and interior fit-out projects within budget and timelines.

Ensure uninterrupted utilities (electricity, DG sets, water, HVAC, internet/telecom) and manage AMCs for critical equipment.

2. Branch & Warehouse Administration

Implement standardized administrative processes, SOPs and checklists across all branches and warehouses.

Conduct periodic audits/site visits to review upkeep, compliance, safety and asset condition.

Act as first point of contact for location-level administrative issues and ensure timely resolution.

Coordinate with branch/warehouse in-charges for infrastructure needs, manpower support and local vendor management.

3. Security & Safety

Manage physical security security agency coordination, access control, CCTV, visitor management and material gate-pass systems (especially at warehouses).

Ensure fire safety compliance: firefighting equipment, evacuation plans, mock drills and fire NOCs at every location.

Implement and monitor EHS (Setting, Health & Safety) practices; report incidents and drive corrective actions.





¢ Execute emergency response and business continuity protocols for all sites.

4. Vendor & Contract Management

¢ Identify, negotiate and manage vendors for housekeeping, security, cafeteria, transport, courier, stationery, repairs and AMCs.

¢ Drive cost optimization through rate contracts, vendor consolidation and periodic performance reviews.

¢ Ensure all contracts are properly documented, renewed on time and compliant with company policy.

5. Asset & Inventory Management

¢ Maintain a company-wide fixed asset register for admin assets (furniture, equipment, vehicles, etc.) across locations.

¢ Manage procurement, allocation, tagging, transfer and disposal of admin assets.

¢ Oversee the company vehicle fleet allocation, maintenance, fuel, insurance and driver management.

6. Statutory & Regulatory Compliance

¢ Ensure all locations hold valid licenses and registrations (Shops & Establishment, trade licenses, warehouse licenses, fire NOC, pollution/utility approvals as applicable).

¢ Liaise with government bodies, municipal authorities, police and local agencies as required.

¢ Support internal and external audits with complete administrative documentation.

7. Travel, Events & Employee Support Services

¢ Manage travel desk operations ticketing, hotel bookings, visas and travel policy compliance.

¢ Oversee cafeteria/pantry services, front office/reception, courier & mailroom, and printing/stationery.

¢ Support organization of company events, meetings, conferences and guest management.

8. Budgeting & Cost Control

¢ Support preparation and monitoring of the annual administration budget (capex and opex) across locations.





¢ Track monthly admin expenses vs. budget, analyze variances and drive cost-saving initiatives.

¢ Process admin-related purchase requisitions and bills as per delegation of authority.

9. Team Management

¢ Lead, supervise and coordinate the administration team across HO and all locations, ensuring adequate manpower and coverage.

¢ Assign daily tasks, set explicit responsibilities and monitor completion against defined TATs for internal customer requests.

¢ Define KRAs/KPIs for the admin team, conduct regular performance reviews and provide constructive feedback.

¢ Identify training needs, build team capability and cross-skill members to ensure continuity during absences.

¢ Manage rosters, shifts, leave and attendance for admin, housekeeping, security and transport staff.

¢ Resolve team conflicts, motivate the team and foster a service-oriented, accountable work culture.

¢ Coordinate with the Head of Administration on escalations, resourcing and process improvements.

Key Performance Indicators (KPIs):

¢ Facility uptime and closure TAT for admin complaints/tickets

¢ Admin cost per employee / per sq. ft. vs. budget; savings achieved

¢ 100% validity of statutory licenses, NOCs and AMCs across locations

¢ Security & safety incident rate; audit/mock-drill compliance scores

¢ Vendor SLA adherence and contract renewal timeliness

¢ Branch/warehouse audit scores and corrective action closure rate

¢ Team productivity, TAT adherence and staff attendance/retention

Desired Candidate Profile:

¢ Graduate / Postgraduate in any discipline; a certification in Facilities Management (IFMA/BIFM) is a plus.

¢ Proven experience managing multi-location administration, including warehouses, with a hands-on approach.

¢ Strong vendor negotiation, budgeting and statutory compliance knowledge.

¢ Experience leading and developing an administration/facilities team.

¢ Willingness to travel to branch and warehouse locations as required.

📌 Head - Administration & Facilities (Bhiwandi)
🏢 vashi electricals
📍 Bhiwandi