Admin Head - Noida

Job Summary:

We are looking for an experienced and proactive Admin Head to oversee the complete administrative operations of the organization, ensuring smooth, cost-effective, compliant, and efficient functioning of offices, centres, facilities, assets, vendors, and support services.

Key Responsibilities

1. Administration & Facility Management

• Manage day-to-day administrative operations across HO, offices, centres, and project locations.
• Ensure proper maintenance of office infrastructure, facilities, utilities, housekeeping, security, and overall workplace standards.
• Develop and implement administrative SOPs and processes.
• Ensure timely resolution of administrative issues and facility-related requirements.

2. Vendor & Contract Management

• Identify, evaluate, negotiate, and manage vendors and service providers.
• Monitor vendor performance, service quality, and contractual compliance.
• Negotiate commercial terms to achieve cost optimization.
• Maintain proper records of agreements, contracts, invoices, and renewals.

3. Asset & Inventory Management

• Maintain accurate records of company assets, equipment, furniture, IT/non-IT items, and consumables.
• Ensure proper allocation, tracking, physical verification, and recovery of company assets.
• Establish controls to minimize asset loss, misuse, and unnecessary expenditure.
• Monitor inventory levels and ensure timely procurement.

4. Procurement & Cost Control

• Manage administrative procurement as per approved budgets and company policies.
• Obtain and evaluate quotations and ensure competitive pricing.
• Monitor administrative expenses and identify opportunities for cost reduction.
• Ensure proper documentation and approval for all administrative purchases.

5. Security & Safety

• Ensure adequate security arrangements at offices and project centres.
• Coordinate with security agencies and monitor deployment and performance.
• Ensure implementation of workplace safety, fire safety, emergency preparedness, and other applicable requirements.
• Conduct periodic inspections and take corrective actions wherever required.

6. Travel & Logistics

• Oversee employee travel, accommodation, transportation, and logistics requirements.
• Manage company vehicles, drivers, fuel, maintenance, and related documentation, wherever applicable.
• Ensure efficient coordination for official meetings, events, training programs, and management visits.

7. Compliance & Documentation

• Ensure statutory and administrative compliance related to facilities, licenses, registrations, contracts, and service providers.
• Maintain proper documentation and records for audits and management review.
• Coordinate with relevant departments and external agencies for administrative compliance matters.

8. Team Management

• Lead and manage the administration team, support staff, housekeeping, security, drivers, and other outsourced personnel.
• Define responsibilities, monitor performance, and ensure discipline and productivity.
• Develop and implement performance standards for the administration team.

9. Management Reporting

• Prepare regular MIS and reports related to administrative expenses, assets, procurement, vendors, facilities, and operational issues.
• Provide management with recommendations on cost optimization and process improvement.
• Escalate critical administrative risks and issues to senior management in a timely manner.