Administration Manager

Position Summary:

The Admin & Facilities Manager / Admin Head will be responsible for leading all Administrative, Facility Management, Travel, Employee Services, Vendor Governance, and Engagement functions across the organization. This strategic leadership role ensures operational excellence, cost efficiency, compliance, safety, and superior workplace experience for all employees.

The position requires a proactive leader with strong operational acumen, vendor management expertise, and the ability to implement scalable systems and processes.

Key Responsibilities

1. Strategic Administration & Facility Leadership

• Define and implement the overall administrative and facility management strategy aligned with organizational goals.
• Lead multilocation facility operations, workplace planning, infrastructure readiness, and compliance.
• Drive continuous improvement, automation, and digital transformation in admin processes.
• Ensure adherence to statutory requirements related to facilities, workplace safety, and labor regulations.

2. Travel & Mobility Management

• Oversee complete Domestic & International travel operations, including air ticketing, itinerary planning, and policy governance.
• Handle senior leadership travel support, ensuring seamless experience and adherence to corporate protocols.
• Manage ShortTerm & LongTerm onsite employee travel (Domestic & International)Visa, Forex, Insurance, Stay, Transport, and Documentation.
• Implement costeffective travel partnerships and optimize travelrelated expenses through strategic sourcing.

3. Security, Housekeeping & Workplace Hygiene

• Lead security operations including deployment, audits, emergency preparedness, and compliance.
• Ensure optimal housekeeping effectiveness with strict adherence to 5S and hygiene standards.
• Implement workplace safety protocols, conduct periodic facility inspections, and drive preventive actions.

4. Office Utilities & Contract Management

• Ensure uninterrupted functioning of office utilitiespower, HVAC, DG, lifts, IT infrastructure coordination, workspace assets, etc.
• Oversee preventive and breakdown maintenance procedures and facility readiness at all times.
• Lead contract administrationnegotiations, renewals, SLAs, compliance documentation, and vendor relationships.
• Implement performance monitoring systems for all service partners and suppliers.

5. Cafeteria & Hospitality Management

• Ensure delivery of high-quality, hygienic food services across locations.
• Conduct structured cafeteria audits focusing on food safety, hygiene, and vendor performance.
• Manage hospitality requirements including team lunches, events, VIP visits, and official gatherings.

6. Employee Mediclaim & Emergency Support

• Oversee endtoend management of Group Mediclaim Policies, including renewals and claims support.
• Provide 24x7 support to employees and their families during medical emergencies.
• Liaise with hospitals, insurance providers, and TPA to ensure smooth claim processing.

7. Transportation Management

• Lead employees shift transportation operations with a focus on safety, punctuality, and vendor governance.
• Implement technology-enabled solutions for route optimization, tracking, and cost control.
• Ensure compliance with statutory and safety norms for employee transport.

8. Procurement (Indirect), Cost Control & Vendor Management

• Lead procurement of admin materials, pantry, housekeeping, stationery, consumables, and facility supplies.
• Ensure quality products with optimal costing through structured vendor evaluation and negotiation.
• Develop strategic supplier partnerships and maintain strong SLA-based vendor governance.
• Drive annual budgeting, costsaving initiatives, and continuous audits for operational efficiency.

9. Employee Engagement, CSR & Communication Support

• Design and oversee the annual Employee Engagement Calendar.
• Lead cultural events, celebrations, wellness initiatives, and organizational communication forums.
• Drive CSR initiatives and ensure compliance with CSR policies and reporting.
• Implement and monitor Employee Suggestion Schemes and continuous improvement programs.

10. HSE

• Ensure safe and compliant workplace environment
• Conduct regular safety inspections and audits
• Maintain fire safety systems & emergency exits
• Implement and support Emergency Response Plan (ERP)
• Conduct fire drills and evacuation drills
• Maintain firstaid kits, alarms, extinguishers
• Enforce contractor safety rules and PPE compliance
• Provide safety briefings to visitors
• Ensure workplace hygiene, housekeeping & sanitation
• Monitor drinking water quality and waste disposal
• Maintain HSE documentation and statutory records
• Support internal and external HSE audits
• Organize HSE training: Fire, First Aid, Ergonomics
• Display safety signages and awareness material
• Record and report near-miss, unsafe acts, incidents
• Support investigation and CAPA closure
• Promote waste segregation and recycling practices
• Support energysaving and sustainability initiatives

Qualification, Experience & Skills and Competencies:

(Min & Max, industry):

• 1520 years of progressive experience in Administration & Facility Management, with 5+ years in a leadership role.
• Proven experience in managing large facilities and multi-location operations.

Expertise in vendor negotiation, contract governance, and budget management.

• Strong leadership, communication, and stakeholder management skills.
• High operational discipline, decisionmaking capability, and crisis-handling skills.

Familiarity with ISO standards, safety regulations, and compliance requirements.

Graduate degree; MBA or PG in Administration/Operations preferred