Administration Head

Role & responsibilities

Department:

Reporting To:

Role Definition -

Deliverables

1. Standardized, documented, and efficient admin processes across all sites
2. Safe, Compliant, and Optimally Maintained Facilities
3. End-to-End Asset Lifecycle Management
4. High Standards of Safety, Security, and Hygiene
5. Statutory and Legal Compliant 
6. Seamless Transportation & Vehicle Support for Operations
7. Effective Vendor & Contract Management
8. Business Continuity Preparedness and Execution
9. Team Development 

Task and Activities

• Document end-to-end workflows with clear SOPs, escalation points, and authorization matrices.
• Regularly update SOPs and ensure version control and accessibility across sites.
• Lead time-motion studies to identify process delays; implement improvements using Lean tools.
• Implement digital process automation tools to reduce manual tasks and errors.
• Track and report Admin KPIs to assess and improve turnaround time and service delivery.

Facilities Management

• Maintain and upgrade infrastructure of collection centers, laboratories, and offices.
• Ensure preventive and breakdown maintenance schedules are in place and tracked.
• Conduct root cause analysis for repeat maintenance issues and address them structurally.
• Ensure electrical, fire safety, water supply, waste management systems are functional and compliant.
• Prepare emergency response SOPs with defined communication protocols.

Asset Management:

• Ensure tagging, tracking, and lifecycle monitoring of fixed assets and consumables.
• Conduct bi-annual audits of assets, update register, track usage and depreciation.
• Define and implement standard disposal policy ensuring audit compliance.

Statutory Compliance & Legal Case Coordination:

• Ensure all statutory licenses, registrations, and renewals (Fire NOC, Shops Act, BMW, PCPNDT, PCB, etc.) are current.
• Maintain a compliance tracker and internal audit plan for each center.
• Coordinate with legal counsel and leadership to track ongoing legal cases and filing timelines.
• Maintain central repository of legal and regulatory documents for audit-readiness.

Safety & Security:

• Implement and audit safety and security protocols across all locations.
• Conduct regular risk assessments, emergency drills, and security incident tracking.
• Manage CCTV, access control, fire systems, and security personnel deployment.
• Maintain zero-incident culture and monitor employee safety perception through surveys.

Vehicle & Transport Management:

• Monitor vehicle movement, fuel consumption, and trip optimization digitally.
• Ensure documentation (insurance, permits) is updated and drivers are trained in SOPs.
• Track delivery timelines for sample transport and support logistics performance metrics.
• Maintain zero-incident culture and monitor employee safety perception through surveys.

Housekeeping and Hygiene:

• Ensure cleanliness and hygiene protocols in patient-facing and back-end areas.
• Implement cleaning schedules and conduct regular quality audits.
• Track consumables usage, stock levels, and vendor performance.

Vendor & Procurement Management:

• Streamline vendor onboarding, contracts, payments, and performance reviews.
• Ensure AMC contracts for assets and infra are up-to-date.
• Reduce cost leakages and ensure service SLAs from facility and support vendors.

Team Leadership and Development:

• Set individual performance targets with each team member aligned with the department objectives.
• Conduct daily huddles with the team to discuss ongoing activities and address any issues.  Hold weekly meetings with the team to discuss sales performance indicators and lead measures.
• Conduct monthly 1:1 meetings with direct repartee's to review progress on KPIs and plan the way ahead. Document and share feedback with each team member.
• Assess individual ASK (Attitude, Skills, Knowledge) on a quarterly basis and manage the learning of the team in collaboration with the HR team to enhance skills and drive career paths.
• Monthly recognize and reward high performance and initiate improvement plans where necessary. Achieve the People Score of 90. 

Success Metrics

1. 100% of administrative processes are documented, updated, and adhered to by the team.
2. 100% on-time delivery of strategic projects with clearly defined outcomes
3. Zero security breaches or incidents
4. 100% adherence to targeted administrative budget planned
5. 100% accuracy in compliance, records, and documentation
6. People Score