Administration Head

Job Title: Admin Head

Role Summary:

The Admin Head will be responsible for managing and overseeing the entire administrative and facility operations of the organization. This role ensures smooth day-to-day office functioning, effective vendor management, high standards of housekeeping and maintenance, cost control, and consistent service delivery across facilities.

Key Responsibilities:

1. Facility Management

• Oversee complete facility operations, including office infrastructure, utilities, maintenance, and space management
• Ensure optimal upkeep of offices, common areas, meeting rooms, and workspaces
• Coordinate repairs, preventive maintenance, and upgrades of facilities and equipment
• Manage office layouts, seating plans, and space optimization
• Ensure uninterrupted availability of power, water, internet, and other essential services
  

2. Vendor Management

• Identify, onboard, and manage admin and facility-related vendors
• Negotiate commercial terms, contracts, and service agreements
• Monitor vendor performance against agreed SLAs
• Resolve vendor-related issues and ensure service quality
• Drive vendor consolidation and cost optimization initiatives
  

3. Housekeeping & Support Services

• Oversee housekeeping services to maintain cleanliness and hygiene standards
• Manage security services, front office, pantry, and support staff
• Ensure discipline, grooming, and service standards of outsourced staff
• Monitor inventory and usage of housekeeping and pantry supplies
  

4. Admin Operations

• Manage day-to-day office administration and support services
• Oversee travel, accommodation, and logistics arrangements
• Maintain records related to assets, inventory, and office resources
• Implement standardized admin processes, policies, and SOPs
• Handle employee admin-related queries and support requirements
  

5. Budgeting & Cost Control

• Prepare and manage admin and facility budgets
• Track expenses and control administrative costs
• Identify cost-saving opportunities without impacting service quality
  

6. MIS & Management Reporting

• Prepare daily, weekly, and monthly Admin MIS reports
• Track costs, vendor performance, assets, and facility metrics
• Present reports and insights to senior management
• Ensure accuracy and timely submission of reports
  

7. Team Management

• Lead and manage the admin and facility team
• Allocate tasks, set priorities, and monitor performance
• Train and develop team members to improve efficiency and service quality
  

Skills & Competencies

• Strong leadership and team management skills
• Expertise in facility and vendor management
• Excellent negotiation and coordination abilities
• Strong organizational and problem-solving skills
• Proficiency in MS Excel, MS Office, and MIS reporting
• Ability to handle multiple priorities and deadlines
  

Qualification & Experience

• Bachelors degree (MBA preferred)
• 612 years of experience in Administration / Facility Management
• Prior experience as Admin Manager or Admin Head preferred
• Experience managing corporate office facilities