Job Description

JD Job Title: Head of Administration Location: Noida Industry - Real Estate Department: Administration Job Summary: The Head of Administration is responsible for overseeing and managing all administrative functions, ensuring smooth office operations, compliance, security, and coordination across departments. The role includes facility management, vendor management, event planning, travel arrangements, and administrative record-keeping. The ideal candidate will be detail-oriented, proactive, and skilled in multitasking within a real estate organization. Key Responsibilities: 1. Car Fleet Management Oversee purchasing, servicing, maintenance, and insurance of company vehicles. Ensure timely renewal of insurance and documentation. Maintain records of vehicle usage and expenses. 2. Facility & Property Maintenance Manage the maintenance of Rishikesh Villa and other company properties. Ensure timely repairs, cleaning, and upkeep of infrastructure. Coordinate with vendors and service providers for facility improvements. 3. Event & Office Party Arrangements Plan and execute corporate events, RNR (Rewards & Recognition), personal and office parties . Work with vendors, caterers, and decorators for seamless event execution. Ensure cost-effective and high-quality event management. 4. Travel Arrangements Handle domestic and international travel bookings for employees and executives. Manage travel logistics, accommodations, and visa processing. Negotiate with travel agencies for cost-effective arrangements. 5. Legal & Security Coordination Liaise with police and legal teams for compliance and safety matters. Ensure office security through vendor coordination (security guards, surveillance systems, access control). Maintain records of legal cases, if any, and provide administrative support. 6. Director Coordination Act as a key support for directors and senior management . Manage schedules, appointments, and administrative support for high-level executives. Coordinate internal and external meetings for directors. 7. Inter-Department Coordination Serve as the administrative point of contact for various departments. Ensure smooth communication and workflow between teams. Support HR, finance, and other teams with administrative needs. 8. Insurance & Mediclaims Oversee employee insurance and mediclaim policies . Ensure timely renewals and claim processing. Coordinate with insurance providers for efficient service. 9. Team Management & Rosters Supervise the administration team and manage work schedules. Maintain rosters for office security, housekeeping, and facility management staff. Ensure optimal workforce planning to meet operational needs. 10. Parking Management Oversee the allocation and management of parking spaces . Implement security measures to prevent unauthorized parking. Coordinate with security teams for smooth parking operations. 11. ETT Admin Coordination Manage ETT (Employee Transport & Travel) administration . Ensure timely scheduling and smooth functioning of employee transport services. Address employee concerns related to transport and travel. 12. AC & AMC Management Oversee Air Conditioning (AC) maintenance and Annual Maintenance Contracts (AMC) . Ensure all office equipment, including AC units, are regularly serviced. Negotiate AMC contracts with vendors for cost efficiency. 13. File Maintenance (Records) Ensure proper record-keeping of administrative files, contracts, and vendor agreements. Maintain an organized filing system for easy retrieval of information. Handle document security and compliance requirements. 14. Vendor Management Identify, negotiate, and onboard vendors for office supplies, security, housekeeping, and events . Monitor vendor performance and service quality. Ensure timely payments and contract renewals. Key Skills & Competencies: Strong leadership and decision-making abilities. Excellent negotiation and vendor management skills. Proficiency in office management, event planning, and facility administration. Understanding of security protocols and legal compliance. Strong organizational and multitasking skills. Ability to work under pressure and manage large-scale operations. Qualifications & Experience: Education: Bachelors/Master’s degree in Business Administration, Management, or related field. Experience: 10+ years in administration, facility management, event management, and real estate administration. Preferred Industry: Real estate, corporate offices, or facility management services.