Head Administration

Role Definition

Deliverables

• Standardized, documented, and efficient admin processes across all sites

• Safe, compliant, and optimally maintained facilities

• End-to-end asset lifecycle management

• High standards of safety, security, and hygiene

• Statutory and legal compliance

• Seamless transportation & vehicle support for operations

• Effective vendor & contract management

• Business continuity preparedness and execution

• Team development

Tasks and Activities

Administration Process Management

• Document end-to-end workflows with 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 and implement improvements.

• Implement digital tools to automate processes and reduce manual errors.

• Track and report Admin KPIs for service delivery improvement.

Facilities Management

• Maintain and upgrade infrastructure across sites.

• Ensure preventive and breakdown maintenance schedules are followed.

• Conduct root cause analysis for recurring issues.

• Ensure compliance of electrical, fire safety, water, and waste management systems.

• Prepare and implement emergency response SOPs.

Asset Management

• Tag, track, and monitor lifecycle of fixed assets and consumables.

• Conduct bi-annual audits, update registers, and track depreciation.

• Implement disposal policy in line with audit requirements.

Statutory Compliance & Legal

• Ensure all statutory licenses, registrations, and renewals are current.

• Maintain compliance tracker and internal audit plan for each center.

• Coordinate with legal counsel to track ongoing cases and filings.

• Maintain repository of legal and regulatory documents for audit readiness.

Safety & Security

• Implement and audit safety/security protocols across locations.

• Conduct regular risk assessments, drills, and incident tracking.

• Manage CCTV, access control, fire systems, and security personnel.

• Monitor employee safety perception through surveys.

Vehicle & Transport Management

• Monitor vehicle movement, fuel usage, and optimize trips.

• Ensure documentation (insurance, permits) and driver training is up-to-date.

• Track delivery timelines and support logistics performance metrics.

Housekeeping & Hygiene

• Ensure cleanliness protocols across facilities.

• Implement cleaning schedules and quality audits.

• Track consumables usage, stock levels, and vendor performance.

Vendor & Procurement Management

• Streamline vendor onboarding, contracts, payments, and reviews.

• Ensure AMC contracts are updated and monitored.

• Reduce cost leakages and ensure service SLAs are met.

Team Leadership & Development

• Set performance targets aligned to department objectives.

• Conduct daily huddles, weekly reviews, and monthly 1:1 meetings.

• Assess team ASK (Attitude, Skills, Knowledge) quarterly and drive learning plans with HR.

• Recognize and reward high performance, implement improvement plans where required.

• Achieve People Score of 90.

Success Metrics

• 100% of administrative processes documented, updated, and adhered to

• 100% on-time delivery of strategic projects with defined outcomes

• Zero security breaches or incidents

• 100% adherence to budgeted administrative costs

• 100% accuracy in compliance, records, and documentation

• Target People Score achieved