Administration Head

Role & responsibilities:

1. Office & Facility Management

• Oversee all day-to-day administrative operations to ensure a well-organized, efficient, and safe work environment.
• Manage office facilities including workspace allocation, cleanliness, security, and maintenance schedules.
• Coordinate with external vendors for repairs, cleaning, pest control, and facility upgrades.
• Ensure all office equipment (printers, HVAC, furniture) is in good working condition.
• Monitor building access, visitor management systems, and overall workplace security protocols.
• Manage utility services, and ensure timely payment of associated bills.

2. Administrative Staff Supervision

• Lead, supervise, and support the administrative team (receptionists and team members etc.)
• Allocate tasks, create work schedules, and oversee performance.
• Ensure high standards of customer service and internal support.

3. Policy, Process & Compliance Management

• Develop, implement, and regularly update administrative policies, SOPs, and workflow processes.
• Ensure all staff adhere to company procedures, workplace safety rules, and legal requirements.
• Conduct periodic audits of administrative operations to ensure compliance and efficiency.
• Coordinate with compliance or legal departments when required.

4. Procurement & Vendor Management

• Oversee procurement of office supplies, stationery, equipment, and administrative services.
• Evaluate vendor performance, negotiate contracts, and maintain vendor relationships.
• Maintain accurate records of purchases, inventory, and vendor agreements.
• Compare quotations, manage tender processes, and ensure cost-effective purchasing.

5. Budget & Financial Administration

• Prepare and manage the administrative budget, ensuring cost control and efficient allocation of resources.
• Validate and process administrative expenses, invoices, and purchase orders.
• Forecast office and facility maintenance costs and prepare financial reports.

6. Travel Coordination

• Arrange travel schedules, accommodations, and transportation for employees and visitors.

7. Document & Record Management

• Maintain proper filing systems (digital and physical) for contracts, reports, correspondence, and confidential documents.
• Ensure timely preparation, review, and storage of administrative records and reports.
• Safeguard sensitive information and uphold data privacy standards.

8. Operational Efficiency & Continuous Improvement

• Identify inefficiencies in administrative processes and implement improvement solutions.
• Lead internal projects aimed at increasing productivity, reducing overhead, and enhancing workplace quality.
• Provide strategic input to senior management regarding administrative needs and long-term planning.

09. Health, Safety & Emergency Preparedness

• Ensure compliance with health and safety standards within the office.
• Oversee fire drills, emergency evacuation planning, and safety equipment checks.
• Maintain first-aid kits, incident logs, and safety documentation.

Preferred candidate profile

• Must have an experience working on SAP
• Must be well versed with MS - Office.
• Candidate must have good communication skill

Minimum Experience required - 6 to 10 years