Head - Administration & Facilities

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

RolePurpose:

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 (Environment, 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 clear 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.