Lead Administration & Facilities

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Job Summary

Key Responsibilities

• Team Leadership & Management

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• Lead, mentor, and manage a team of Admin Executives & Sr. Admin Executives.
• Assist in performance reviews, provide constructive feedback, and facilitate the teams professional development.
• Delegate tasks effectively and ensure unbiased workload distribution.
• Foster a collaborative and high-performance team environment.

• Facilities & Operations Oversight

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• Office Administration

  : Oversee front desk operations (call & email management, courier handling, invoice processing etc.), support staff management & deployment (Housekeeping, Office Assistants, Drivers, Security Personnel), and guest handling.

• Asset & Inventory Management

  : Manage operational assets (including repair coordination) and maintain adequate inventory levels for all consumable materials and supplies (e.g., cleaning supplies, pantry consumables, stationary, office goodies) to ensure uninterrupted operations.

• Facilities Maintenance

  : Ensure prompt repair of all civil, electrical, and mechanical faults.

• Space Management

  : Plan & execute office space utilization, and rearrangements.

• Event Management

  : Oversee the successful planning and execution of all company events (both indoor and outdoor).

• Cafeteria Management

  : Conduct regular checks on cleanliness, timings, hygiene, and manage the food committee.

• Facilities Service Management

  : Manage & oversee cab services, gardening, pest control, security, and parking.

• Process & Policy Development

  : Develop and implement administrative policies, procedures, and best practices.

• Financial & Budget Management

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• Manage the administrative budget, track expenses, and identify cost-saving opportunities.

• Vendor & Contract Management

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• Manage relationships with all third-party vendors (e.g., security, HK, pantry, transport, pest control, hotel services).
• Ensure compliance with MSAs and regularly evaluate vendor performance.
• Manage the administrative AMC tracker and ensure timely renewals.

• Compliance, Safety & Security

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• Ensure strict adherence to all local regulations, safety standards, and company policies, including knowledge of work permits & safety procedures.
• Oversee security protocols, parking arrangements, and emergency preparedness.
• Conduct regular audits and risk assessments of the premises.
• Ensure a safe and comfortable working environment for all staff.

• Stakeholder Relationship Management

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• Serve as the primary point of contact for administrative matters for all internal teams and external partners.
• Address high-level escalations and resolve complex administrative issues.

• Reporting & Documentation

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• Oversee records management and audit processes.
• Prepare and present monthly management reports (MMR).

• Best Practices & Continuous Improvement

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• Possess knowledge of best administrative and facilities management practices followed in corporate settings (IT/BFSI sector).
• Identify opportunities for continuous improvement across all aspects of operations.

Qualifications & Skills

• Education: Bachelor's degree in any stream.

• Experience

  : 5-7+ years of progressive experience in administrative management, with at least 2-3 years in a leadership or supervisory role

Skills

• Exceptional leadership, team management, and mentoring abilities.
• Strong strategic thinking, problem-solving, and decision-making skills.
• Excellent vendor management capabilities.
• Superior verbal and written communication and presentation skills.
• Proficiency in MS Word & MS Excel.