Additional Director / Director - Administration

Job Title:

Location:

Experience:

Job Purpose

The Head – Administration & Facilities at ASSOCHAM will be responsible for leading all administrative operations, facility management, event logistics, procurement, statutory compliances, and internal audits for the New Delhi office. The role involves managing a team of 7–10 members and coordinating with vendors, internal departments, and external partners to ensure efficient, compliant, and cost-effective administrative support.

Key Responsibilities

1. Facility & Infrastructure Management

• Oversee daily facility operations for ASSOCHAM’s New Delhi office, ensuring smooth functioning of utilities, equipment, and infrastructure.
• Supervise housekeeping, security, office maintenance, repairs, and AMC contracts.
• Ensure all areas comply with fire safety, cleanliness, and space optimization standards.
• Implement preventive maintenance schedules and business continuity measures.

2. Event Administration

• Lead end-to-end administrative support for ASSOCHAM events held in Delhi, including conferences, summits, seminars, and meetings.
• Manage venue bookings, logistics coordination, permits, infrastructure setup, and guest services.
• Liaise with internal teams and external vendors for branding, transport, technical support, and other essentials.
• Ensure event budget tracking and timely closure of event logistics.

3. Procurement & Vendor Management

• Manage procurement for administrative and event-related requirements as per policy.
• Identify, evaluate, and finalize vendors; ensure adherence to cost, quality, and timelines. Mange Vendor empanelment and yearly evaluation.
• Maintain vendor databases, contracts, purchase orders, and approval documentation.
• Monitor vendor SLAs and resolve service-level issues.

4. Compliance & Regulatory Management

• Ensure all statutory compliances related to admin and facility operations are up to date (fire NOC, pollution control, AMC, lease/license renewals, etc.).
• Work closely with the legal and finance teams for timely contract vetting and renewal.
• Maintain audit-ready documentation of assets, licenses, and approvals.

5. Internal Audits & Controls

• Conduct periodic internal audits of administrative and procurement processes.
• Monitor adherence to budget, asset usage, and policy compliance.
• Support external and internal auditors with relevant documentation and clarifications.

6. General Administration

• Manage travel bookings, stationery, courier, records, guest handling, and office supplies.
• Maintain asset register and monitor IT/admin inventory in collaboration with relevant departments.
• Supervise administrative staff including drivers, office boys, housekeeping, and vendor personnel.

Education and Experience

• Postgraduate in Business Administration, Facility Management, or related field.
• 15+ years of experience in administration and facilities, preferably in industry bodies or large corporates.
• Experience handling multi-function teams and high-profile events is a strong advantage.

Skills (Soft and Functional)

• Proven leadership in managing facilities, events, procurement, and admin compliance.
• Excellent organizational, vendor negotiation, and interpersonal skills.
• Working knowledge of fire & safety regulations, facility operations, and AMC management.
• Hands-on experience with admin/ERP tools and Microsoft Office Suite.
• Strong problem-solving and crisis management abilities.